Accounts Payable

Accounts Payable General Information

The Accounts Payable office generates, prints, and disburses operating and travel checks. Petty cash reimbursement checks are also printed for reimbursements over $75. 

Operating

• Purchase orders are matched with invoices and receiving documents, audited for accuracy, then vouchered for check preparation.
• Invoices are not vouchered until the budgetary official has verified receipt of acceptable service or merchandise.
• All invoices are payable within 45 days.

Travel

• Travel claims are matched with approved travel requests, original receipts are audited, then vouchered for check preparation.
• All travel involving overnight lodging or travel in excess of 100 miles requires an approved travel request prior to travel.
• Original receipts are required except for meals which are reimbursed at per diem rates.

Petty Cash

The petty cash process operates as follows:

• Purchases are limited to $250 per day, (increased amount with prior approval) per Index number.  
• Sales tax is not reimbursed for college purchases.
• Employees locate and pay for the needed items.  Note:  Services and Memberships cannot be reimbursed using petty cash.  A purchase order must be issued for services and/or memberships of any type.
• Employees complete a petty cash voucher, attach original receipt(s), and forward for the financial manager and their supervisor signature.  Original receipts must show details of items purchased and type of payment.
• After review and audit by Business Services staff:
  • Claims under $75 - a cash reimbursement is prepared
    • The employee is notified by e-mail when the reimbursement is ready.
    • The employee receives the reimbursement at the cashier's office by showing picture identification and signing for the funds.
  • Claims over $75 - an operating check is prepared and mailed to employee's home address.
• The department is charged.

Arranging for payment after merchandise has been received

• Please be certain that the merchandise is correct and working.
• Sign the receiving copy (pink) of the Purchase Order and forward it to the Accounts Payable Office.
  • By signing the receiving copy (pink)or the partial of the purchase order, the financial manager indicates that the order has been received and is correct.
  • The receiving copy should be in the Accounts Payable Office within 10 days after receipt of the order to expedite prompt payment. The Accounts Payable office will compare the invoice to the partial receiving report or key-rec form. If the invoice matches the order received, a partial payment will be processed.
  • No invoice will be paid in full or in part until the Accounts Payable Office has the receiving copy (pink) or a partial receiving form from the responsible staff member.
  • Once the signed receiving copy has been received in the Accounts Payable office, payment will be made within 4-5 working days. The Accounts Payable Office processes checks on Tuesday and Thursday of each week.