ACCOUNTS PAYABLE

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ACCOUNTS PAYABLE

• Diana West, Manager A/P Travel
• April 3, 2009

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ACCOUNTS PAYABLE (AP)

• The mission of the Accounts Payable Department
  is to provide payment services to the University
  Community and the Vendor Community while
  controlling all disbursements, other than
  payroll, made from University funds. This
  includes insuring that all disbursements are
  timely, accurate and made in compliance with the
  established University policies and procedures.
  In addition, disbursements must meet the rules
  and regulations of governmental agencies
  federal, state, and local.

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• WHAT DOES AP DO?
• Pay invoices tried to a PO (Purchase Order)
• Reimburse expenses to non-employees
• Reimburse employee non-travel related expenses
  that COULD NOT be paid by a PO or PCARD
  (Procurement card)
• Monitor and reimburse Petty Cash for the
  University
• Issue 1099s

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PAYING A PO

• Receive or release items when received
• Original Invoice to AP
• If you run an ad in a journal or newspaper send
  an invoice with a tear sheet attached
• Hotels give them a PO number when booking.
  (Direct billing is never an option)
• Payer will process for payment
• Check will be issued and sent to vendor

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REMITTANCE VOUCHER

• New Forms
• Payments that do not require a PO or cannot be
  paid on the PCARD (all non-employee)
• Stipends
• Honorariums
• Refund or Reimbursement
• Awards
• Employee Recruitment
• UPS, FedEx, etc
• Citizenship paperwork paid by USM

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EMPLOYEE RECRUITMENT AND MOVING COSTSUse
account code 605860

• Recruitment Costs
• All expenses for interviewing process
• Moving Policy
• Moving Reimbursement Form
• Relocation Information
• Armstrong Relocation-United Van Lines

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EMPLOYEE REMIBURSEMENT

• New Forms
• ALL purchases should be on a PO or PCARD unless
• The vendor will not accept them
• It is not an allowable charge for the PCARD
• Some exceptions
• Entertainment expenses
• Must have a Business Related Expense Form
  attached
• Fuel for USM vehicle
• Fuelman card

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PETTY CASH

• Monitor and reimburse Petty Cash

1099s

• Sent to vendors on January 31 each year and to
  IRS on March 30 of each year

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Did you know?

• A/P processes an average of 2,900 Vouchers a
  month and over 35,000 a year?
• 4 payers are dedicated to paying invoices
  attached to POs, Remittance Vouchers, and
  Employee Reimbursement Vouchers?
• AP Travel pay an average of 15 Million dollars
  a month and sends out an average of 2,600 checks
  a month?

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http//www.usm.edu/procurement/accountspayable.ht
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STAFF

• Angela Thomson
• Remittance, Employee Reimbursement Vouchers and
  some invoices
• Check Processing
• Sandra Howard
• Pays A-L POs
• Gwen Hill
• Pays M-Z POs
• Johnnie Thompson
• Pays USMGC and GCLAB POs

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Questions