How To Be
Fiscally Fit
June 26, 2015
Summer “Fiscal” Tips 2015
The goal of the Accounts Payable Department is to ensure accurate, efficient and timely payments to our
vendors, employees and students, with excellent customer service and a commitment to continuous process
improvement.
The Accounts Payable department is responsible for payment of goods and services purchased by the
college, employee tuition reimbursements and travel as well as student refunds.
Fiscal Tips:
• Please remember that all items received, services rendered and travel occurring on 08/31/15 or
prior must be processed for payment with FY2015 budget.
• Any items received, services rendered and travel occurring after 09/1/15 will be processed with
FY2016 budget.
Maricarmen Ramirez, Accountant
Email: mramirez@southtexascollege.edu
Phone: (956) 872-4609
Dalinda Gamboa-Accounting Group Manager
Maricarmen Ramirez-Accountant Group Supervisor
Gabriela Gonzalez-Accounting Assistant
Beatriz Saldana–Accounting Assistant
Bertha Arriaga–Accounting Assistant
Kelly Lara–Accounting Assistant
Jeanette Villarreal – Accounting Assistant
Rachel Reyes – Accounting Assistant
Vanessa Limon, Accounting Assistant-Travel
Patricia Jackson, Accounting Assistant-Travel
Marcy Gonzalez–Records Technician
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• Fiscal Year End August 31, 2015
• Accounts Payable Calendar – Reminder: Tuesday deadline for Thursday check cycles
• All items received and services rendered on or before 8/31/15 are processed with Fiscal
Year 15 Budget
• Deadline to submit FY 2015 invoices to Accounts Payable is 9/15/15
• Route original signatures and approvals within 3 working days
• Prior to closing purchase orders - review any pending invoices with Accounts Payable
staff
• All invoices should be submitted to Accounts Payable
• AP email – accountspayable@southtexascollege.edu
• AP mailbox –
South Texas College
PO Box 9500
McAllen, TX 78502-9500
• FGIBAVL – Budget Availability Status
• FGIENCD – Detail Encumbrance Activity
• FGIOENC – Organizational Encumbrance List
• FOIDOCH – Document History
• FAIVNDH – Vendor Detail History
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Mortimer wants to head out early to the beach, however, he wants to make sure all of his invoices
are submitted before he leaves. What should he do?
Morticia wants to be sure that all her invoices were paid before she tells Purchasing to close her
purchase orders. What should she do?
Mortimutt wants to go play fetch, but first he wants to turn in the invoices by the deadline and he
does not know what that deadline is or where to find it. Where should he look?
Unique receives an invoice for Financial Manager approval from Accounts Payable. What should
she do?
Monique receives her order on September 2 for a purchase order processed before 8/31/15. What
do you think Accounts Payable will request?