Table of Contents
I.
How to Contact the Accounts Payable Department
II.
Exxon Card Issuance Procedure
III.
Accounts Payable Process
a. Invoice Process/FAQs
b. Vendor Statement Process
c. Pre-Payment Process/FAQs
d. Emergency Hand Cut Check Process/FAQs
e. Consultant Payment process/FAQs
IV.
Student Check Process/FAQs
V.
Travel Process/FAQs
VI.
Business Office Forms
VII.
Banner Forms
1
I How to Contact the Accounts Payable Department:
Maricarmen Ramirez
A/P Accountant
872-4609
mramirez@southtexascollege.edu
A – F / Construction
872-4659
berthaa@southtexascollege.edu
Tony Garcia
G–L
872-4631
aggarcia@southtexascollege.edu
Amy Lopez
M–O
872-4666
adlopez@southtexascollege.edu
Sonia Cuellar
P–Z
872-4623
scuell@southtexascollege.edu
Carlos Hernandez
Travel
872-4656
jcarlosh@southtexascollege.edu
Travel Process
872-4611
mgarcia1@southtexascollege.edu
A/P Contact / Invoice
Process
Travel
872-4673
cdgarza@southtexascollege.edu
872-4624
metrevin@southtexascollege.edu
Bertha Arriaga
Marcos Garcia
Cynthia Cantu-Garza
Emma Trevino
2
II. Exxon Card Issuance Procedure
There are two types of Exxon credit card available, a restricted card for gas usage only,
and an unrestricted card that can be used for oil or service repairs. A restricted Exxon
credit card to purchase fuel can be obtained at the Business Office for all rental vehicles.
The fuel consumption must be for STC business related activities. The employee should
do the following to obtain an Exxon card:
1.
2.
Complete Exxon log thoroughly
Provide car rental purchase order #
A/P staff issuing the Exxon card should instruct the employee with the following:
1.
2.
3.
4.
5.
Have the employee complete the Exxon log thoroughly
Provide employee with Card PIN #
Provide employee with Form BO-7200 (Gas Card Log – Car Rentals), the
employee enter the appropriate information each time the employee fuels up
vehicle
Advise employee that original receipts and a completed Form BO-7200
should be returned to the Business Office 24 hours after travel or duty has
been completed
A/P staff should only issue unrestricted cards when employee is asking for
Exxon card to change oil, inspection stickers or fix a flat tire on STC owned
vehicle.
Instructions when employee returns Exxon card back to STC Business Office:
1.
2.
3.
4.
5.
6.
Have the employee log in the Exxon card and obtain card from employee
Ask employee for original receipts and Form BO-7200
File form BO-7200 on the Exxon card binder
Make copies of receipts for the employee and provide him with an IDT form
Add receipts and make sure amount used is posted to Exxon log
Original receipts should be given to Accounting Assistant who pays Exxon
bill
3
III. Accounts Payable Process
Invoicing
•
Vendors are instructed to mail all invoices directly to the accounts payable department at:
South Texas College
Attn: Accounts Payable
PO Box 9500
McAllen, TX 78502-9500
•
If the invoice(s) is accidentally sent to the department then:
o The department must submit the original invoice(s) to A/P immediately
o Even if not sure what budget or account to use for invoice
o If planning to return an item, submit invoice to A/P with a note stating “DO
NOT PAY – RETURNING ITEMS”
o Keep a copy of the invoice for your records
o Make sure purchase order number (or requisition number) is on original invoice
submitted to A/P (Can locate PO # with FOIDOCH)
•
Purchase Orders (receipt not required): Invoices for these purchases must be
approved by the financial manager. All open purchase order invoices/credit memos for
services, including utility bills, should be signature approved by an authorized financial
manager or designee who can verify satisfactory receipt of the services. Approved
invoices/credit memos must be returned to the accounts payable department within 3
business days.
•
The financial manager may designate another individual to review and approve invoices
up to $1,000 but all invoices over $1,000 must have the approval of the financial manager
(to authorize a designee you will need to complete BO-1800 Departmental Signature
Authority Form – This form located at Business Office)
•
If the financial manager is out of town, a copy of a memo or an e-mail detailing who is
authorized to sign invoices in his/her absence must be attached to the approved invoice.
•
Purchase Orders (receipt required): Invoices for these purchases are posted in Banner
as they are received by Accounts Payable. Receiving department will post receiving
when items are delivered to the departments. When receiving in Banner matches the
invoice, a check will cut in the next AP check cycle
Temporary services time cards
•
•
All original temporary personnel time cards must be verified by the assigned
supervisor and forwarded to Accounts Payable.
If for any reason an original timecard cannot be submitted, a signed copy will be sent
to be verified, signed and approved by the financial manager. The approved time
card must be returned to the accounts payable department within 3 business days.
4
III A/P Process
a. Invoice Process
1.
2.
3.
4.
Invoice received in A/P
Keyed into Banner header
Routed to A/P Accounting Assistant by vendor
A/P Accounting Assistant verifies purchase order number and keys invoice into banner system
a. If purchase order not “receipt required” and invoice matches purchase order, AP must
receive signature by Financial Manager or designee, after receipt of signature, check cuts
on the following Accounts Payable Check cycle (usually Thursday)
b. If purchase order not “receipt required” and invoice DOES NOT match purchase order,
Accounting assistant places invoice “in process” and will research and clear timely.
c. If purchase order is “receipt required” and invoice matches purchase order Accounting
Assistant will finalize invoice and payment will cut after receiving is posted
d. If purchase order is “receipt required” and invoice DOES NOT match purchase order:
i. If purchase order and invoice quantities match, and total invoice amount is less
than purchase order amount, and all lines match, Accounting Assistant will
finalize invoice to pay when receiving is posted
ii. If purchase order and invoice quantities match and total invoice amount more
than purchase order amount, however, purchase order totals less than $5,000,
Accounting Assistant will call vendor to discuss reason for over charge. They
will place the invoice “in process” until they are able to clear in a timely
manner.
iii. If purchase order and invoice quantities match and total invoice amount more
than purchase order amount, and purchase order totals more than $5,000,
Accounting Assistant will place invoice “in process” and they will call the
Purchasing Director or Senior Buyer to discuss over charge. They will place the
invoice “in process” until they are able to clear in a timely manner.
5. On Thursday ( or Check Cycle day) Accounts Payable Accountant runs the check cycle process
for any vendors, students, or construction checks that are ready to be printed
6. The checks are distributed to Accounts Payable Assistants accordingly.
7. For internal control purposes, all checks and supporting documentation are cross verified.
8. The Accounts Payable Accountant also selects a sample for each check run to verify.
9. Any checks that total between $10,000 and $49,999.99 are forwarded to the VP for FAS and the
President’s office for verification and signature
10. Any Checks that total $50,000 and above are held for Board of Trustee approval at the next Board
Meeting, after Board Approval, the checks are sent to VP for FAS and President’s office for
signature approval
11. After checks verified (and if needed-signed) they are folded, stamped and mailed.
a. Exceptions – per diem and hotel Travel checks
Payment cannot be made on purchase orders until an invoice is received.
Keep copies of all items sent to Accounts Payable.
When sending documents to Accounts Payable – address to Cynthia Cantu-Garza, she will distribute.
Also, please separate items between departments in Building N, into separate folders. Our AP
invoices end up on other department desks because that person received items from you, and does
not know that those invoices belong to AP.
All Business office employees can be found on the Business office directory list on STC website
5
FREQUENTLY ASKED QUESTIONS about invoices:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
When will check cut?
When all signatures received and/or Receiving has been posted, A/P
Check cycles are usually on Thursdays around 12Noon.
What do I do if I receive original invoice? Forward approved original invoice, with purchase
order or requisition number, to A/P within 3 working days, keep a copy for yourself,
What if I’m not ready for invoice to be paid? Send invoice to A/P anyway, with note that it is not
ready to pay, it will be the department’s responsibility to notify Accounts payable when the
invoice is ready to pay.
Where do I find PO number to give to A/P? You can check FOIDOCH with Requisition number
Where do I get detail information about my organization? FGITRND
Where can I find out if an invoice has been paid? You can check two places with the purchase
order number, FOIDOCH and FGIENCD, or you may go to FAIVNDH (vendor history) if you
know the $amount
Where do I find out if anything has been paid to a purchase order? FGIENCD or FOIDOCH
Where can I find the balance of what is left on my purchase order? FGIENCD
Why do I need to check the balance of my purchase order? So that payment will not be delayed.
If you check regularly and request your additions to the purchase order, or new purchase orders
timely, when the invoices come to Accounts Payable, the payment can be made right away.
What do I do if I see a purchase order pending, that I believe should already have been paid?
Contact the AP Accounting Assistant who pertains to that letter and let them know when you sent
the invoice. You may be requested to send another one because it was lost in the mail.
What happens if I receive the items from a vendor/purchase order at my office? Please call the
receiving department to let them know you received the items directly from the vendor.
What if I receive the original invoice as a packing slip? Send original invoice to AP, keep a copy
for your files
What if I need to go pick up items at a vendor’s location? Make sure you have (or give the
person picking up the items) the correct purchase order number before arriving at vendor’s place
of business
Can we purchase extra items not listed on purchase order? Only items approved on the purchase
order should be purchased, all invoices are checked for accuracy and if item not on purchase order
or item does not look related to STC use, it will be questioned, this will delay payment
What if a vendor charges me taxes?
a. If you are still at the vendor establishment let them know that STC is a Texas State Tax
Exempt entity and request that they remove the taxes from the bill.
b. If you have left the vendor establishment, let AP know so that we can call vendor to
request credit
c. If you receive the invoice in the mail, forward original invoice to AP, and place a line
through taxes amount
Will you partial pay an invoice? A/P does not partial pay invoices, unless the invoice has taxes,
then AP will pay only amount of goods, and send a Tax Exempt form to the vendor
Why are some invoices not paid right away?
a. AP does not have the invoice
b. AP has the invoice, but we are waiting for original signatures
c. AP has the invoice, however, receiving has not posted
d. AP has the invoice , however it does not match Purchase order and requires research
e. AP has the invoice, however, purchase order pending an increase
f. AP has the invoice, however, there is no purchase order
What’s the difference if we are late getting the invoice to A/P? Many different departments use
the local vendors, and if we are unable to process payments on time, local vendors may put a hold
on South Texas College, which causes other departments to not be able to get the supplies/items
they need.
What if I don’t have enough budget to pay an invoice? STC still needs to pay the vendor on time.
Once we issue a purchase order to the vendor, we are obligated to pay them for services
rendered/supplies ordered within vendor terms. STC should not purchase any commodities
6
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
without going through the purchase order process. Provide AP with the original invoice and
process a budget transfer immediately.
What if the personnel of my department are not turning in the invoices? The Administrative
Assistant of the department should make the Financial Manager aware of the fact that invoices are
not being turned in timely. A/P requires all original invoices within 3 business days of purchase
from local vendor, or receipt in mail. REMINDER: Non-Compliance forms will be issued for
extremely late invoices.
What if I lost original invoice? Let AP know purchase order number, AP will call vendor as soon
as we are aware of a lost invoice. If we have to call the corporate office of the vendor (like HEB,
Wal-Mart, Pizza Hut, Broadway Hardware), they usually take around 30 days to submit a signed
copy of the invoice for us to use, which delays payment. By the time we receive the statement the
invoice as usually close to 30 days, which will make the payment more than 60 days past invoice
date. REMINDER: HEB charges $5 for copies. These copy charges will be charged to
organization.
What do I do with the timecards from my temporary personnel? The original time card given to
the department by the temporary employee must be:
a. Signed by temporary person
b. Signed by supervisor
c. Attached to sign in sheet (if available)
d. Original timecard only turned in to A/P the Monday following end of week.
What if the original time card is lost?
a. Let Accounts Payable know
b. AP will send copy of timecard from vendor, and copy of invoice for Financial Manager
to review, sign and approve
c. Return signed copies of timecard and invoice to Accounts Payable within 3 working days
What if my Financial Manager is not the immediate supervisor of the temporary staff, do they
still need to sign the copies of lost time card? Yes, the Financial Managers are the final approval,
you may have the supervisor also sign and approve lost time cards sent to your office by AP.
What if there are signatures missing on the time card? AP only processes time cards with proper
signatures. If AP receives unsigned time cards, whether missing temporary employee or
supervisor signature, the time card will be sent back to the department.
Can I hold invoices until I receive a stack for my Financial Manager to sign? NO, please have
your Financial Manager sign them on a daily basis. A/P requires all invoices within 3 working
days.
Where are my items that I am waiting for? AP only pays invoices received, please call receiving
with any questions about purchase order items.
What if my Financial Manager would like for me to sign on invoices less than $1000? Your
Financial Manager needs to fill out a BO1800 South Texas College Departmental Signature
Authority Form to set you up as an authorized signer of your department (AP has these forms)
What if I get charged a “Tip” on my catering invoice? STC does not pay “TIP”, if the catering
company is “setting up” or “serving”, ask them to place that wording on their invoice instead of
TIP.
Do I place the word “TIP” on my requisition? No, again, please use “set up charges” or “serving
charges” instead of the word TIP.
7
b. Vendor Statements process – an internal control process to determine outstanding invoices
1.
2.
3.
4.
5.
Vendor Statement Received
A/P Accounting Assistant verifies invoices pending in the system or not pending in system and
original needed
A/P Accountant looks over the statements before handing them to the Accounting Assistants
Accounting Assistant calls vendors and/or department for original invoice (which is usually
already past the 30 day Accounts Payable deadline for payment)
(see #1 in Invoice Process above)
c. Pre-Payment Process (BO – 1300)
1.
2.
3.
4.
5.
6.
7.
Administrative Assistant processes requisition in Banner. Please ensure that any special
instructions such as “prepayment” or disbursement method are included in requisition text. A/P
holds checks for 3 days only. After 3 days department will be notified, if department is not ready
to pick up check, check will be voided and pre-payment paperwork will be returned.
Send original approved pre-payment form with original backup (subscription notice, consultants
contract, etc) to AP. Provide Requisition # on pre-payment form.
If Purchase order not issued within 2 weeks after date of receipt of pre payment request, AP will
return all pre-payment paperwork to department. Financial Manager should review his/her
organization activity on a regular basis to ensure all prepayments are processed.
Send copies of prepayment form and all pertinent backup (subscription notice, consultant contract,
etc) to purchasing
Purchase order will show a “Pre-Payment” code
Accounting Assistant processes the Pre-Payment
Check processed in next A/P check cycle
FREQUENTLY ASKED QUESTIONS Pre-payment Process:
1. What is considered a pre-payment vendor?
a. A Vendor who does not accept purchase orders
b. A vendor who requires payment prior to good being delivered or services rendered
2. Where do I find the pre-payment form?
http://www.southtexascollege.edu/businessoffice/forms/bo1300.doc
3.
4.
5.
Who do I send the pre-payment form to? The pre-payment form signed by Financial Manager,
along with all original backup comes to Accounts Payable. Send copies of the paperwork to
purchasing for processing of requisition.
What happens if a check needs to be cut before regular AP check cycle? We will need both the
pre-payment form (BO-1300) and the Emergency Hand cut form (BO-1200) signed and approved
by the Financial Manager.
What does the word “justification” mean on the prepayment form? This word means “reason for
pre-payment”. Examples include:
a. Vendor requires pre-payment prior to shipping goods
b. Consultant requires payment immediately after services rendered (does not wish payment
mailed)
c. Contracted individual requires payment to purchase supplies prior to arriving at STC
Our Accounts Payable procedures state that all payments are mailed within 30 days of services
rendered. Please make vendor aware of Accounts Payable procedure first, we will only process a pre
payment if the vendor is persistent.
8
d. Emergency Hand Cut Check process (BO – 1200)
1.
2.
3.
4.
5.
6.
A/P receives Emergency Hand Cut Check Request
a. Received before 12:00Noon – processed by 4PM that day
b. Received after 12:00Noon – processed by 10AM following business morning
A/P Accounting Assistant verifies organization signatures
Business Office Comptroller approves request
A/P Accountant processes hand cut check
A/P department holds checks for 3 days only, if check is not picked up department will be
notified, depending on whether paperwork is complete; the check will be mailed or voided.
You may receive a Notice of Non-compliance form (BO-6300)
FREQUENTLY ASKED QUESTIONS about the Emergency Hand Cut check process
1.
2.
3.
4.
What is considered an Emergency Hand Cut check? Any check requested that is not part of the
regular Accounts Payable check cycle (see attached calendar)
Where can I find this form? http://www.southtexascollege.edu/businessoffice/forms/bo1200.doc
Why do we receive a Notice of Non-Compliance form? Any check that is not run in the regular
Accounts Payable check cycle is in non-compliance with Business Office Accounts Payable
procedures
Can we get an Emergency Hand Cut check the same day? If A/P receives the proper paperwork
(Emergency Hand Cut form – signed by Financial Manager, invoice, purchase order and or/proper
backup) by 12:00 Noon, yes, the check will be ready by 4PM.
9
e. Consultant payment process (BO-6610)
Consultants are paid after services are rendered and their checks are mailed to address on vendor file.
The consultant must provide an invoice to Accounts Payable, signed and approved by Financial Manager in
order for payment to be processed and released.
SUGGESTION:
Have the consultants sign a Consultant Services Agreement-Services Rendered form (BO-6610) on date of
services rendered, in case they are unable to provide an invoice later, this can serve as the invoice. Have
your Financial Manager sign and approve BO-6610 as proof of services rendered and forward original
signatures to the Accounts Payable department.
Payment is processed on the next Check Cycle day.
Procedures for International Consultants are being discussed, and at this time these consultants are being
processed on a case by case basis.
FREQUENTLY ASKED QUESTIONS about the Consultant payment process
1.
2.
3.
4.
What form do we fill out if consultant does not give us an invoice? If the consultant
does not provide an invoice at date of service, they must sign a “Consultant Services
Agreement-Services Rendered Form” BO-6610. Prior to returning the form to AP the
Financial Manager must also sign the form acknowledging that the consultant performed
the service in accordance with the contract signed earlier.
What if the consultant wants to be paid prior to the date of service? Pre payments for
consultants per contractual agreement are allowed but not recommended due to last
minute cancellations. A Pre-payment form (BO-1300) must be forwarded to the business
office along with the contract
What if consultant wants payment prior to date of service and we will not be able to
wait until the next AP check cycle day? An Emergency Hand Cut Check request needs
to be processed. AP will need the contract, pre-payment form (BO-1300) and Emergency
Hand Cut form (BO-1200). The department will receive a non compliance form (BO6300)
Where can we find the Consultant Services Agreement, Services Rendered Form (BO
6610)? http://www.southtexascollege.edu/businessoffice/forms/bo6610.xls
10
IV. Student Process/FAQs
1.
2.
3.
4.
5.
Student checks are run according to the Check Cycle dates set up by the Cashier’s office
AP only prints and mails student checks.
Please contact AP if special arrangements have been made with student regarding
disbursement of student’s check
Make sure student is aware that check release time (for those checks approved by
Cashier’s office to be released to students) is after 4PM on date of check run.
Emergency Hand Cut requests must be approved by Cashier’s office and the Business
Office Comptroller
FREQUENTLY ASKED QUESTIONS about the Student process
1.
How do students get their checks? Accounts Payable prints and mails student checks per the
check cycle calendar set up by the cashier’s office (usually print once a week). Any special
disbursement instructions must be approved by the cashier’s office.
2.
What happens if a student doesn’t receive their check? That usually means their permanent
address may be incorrect, the student must go to the cashier’s office to investigate. The cashier’s
office will determine how to proceed.
3.
Who does the student contact to inquire about their check status? The student should call the
cashier’s office first to inquire about check status.
4.
What if student needs a replacement check? They must personally appear with the Cashier’s
office to fill out the necessary forms
11
V. Travel Process/FAQs
Effective Immediately:
• Travel Authorizations should be submitted to and approved by Financial Manager – 4 weeks
prior to travel date
• Approved Travel Authorization MUST be received by the Business Office – 3 weeks prior to
travel date
• If Travel Authorization does not meet the Business Office deadline, the employee will be
responsible for all travel expenses
• Reimbursement of approved travel expenses incurred will be processed if all required
receipts are presented at the time the travel voucher is submitted
To view Travel Procedures and Forms please refer to Business Office STC Website:
http://www.southtexascollege.edu/businessoffice/travel.htm
There you will find the Travel Procedures, Travel forms and 2007 per diem rates (from the US Department
of State)
FREQUENTLY ASKED QUESTIONS about the Travel process
When will my check be ready? – if paperwork received timely, travel per diem and hotel checks are ready
3 days prior to travel. Travel vouchers meeting Accounts Payable deadlines will be processed in following
AP check Cycle.
Where can I see if my check is ready? – You may check FAIVNDH
Why does it take so long to reimburse after a trip? 1. The travel voucher requires many approvals, sometimes the paperwork doesn’t
make it to AP for 2 or 3 weeks after date of travel.
2. The travel voucher organization may have insufficient funds and we are
waiting for a budget transfer before we can process the payment
When do I need to fill out a Travel Authorization Form(BO-0600)
1. When traveling out of state
2. When traveling in state
3. For In District travel for college related activities not located at your home base
Why do I need to fill out a Travel Authorization Form (BO-0600) To document the existence of an
authorized trip by the employee, their supervisor, and their Financial Manager
How long do I have to pick up per diem check after I return from my trip? If you did not pick up your per
diem check prior to leaving for your trip, AP only holds check 3 days, by the following Friday the check
will be mailed.
Where can I pick up my check? The Business Office is located at the corner of 33rd and Pecan, Building N
How far in advance can we pick up our travel checks? If all approved paperwork received at Accounts
Payable more than 2 weeks prior to travel date, the checks will be ready 3 days prior to trip. If all approved
paperwork received in Accounts Payable less than 2 weeks prior to travel, contact Travel or AP Accountant
at least 3 days prior to travel date to find out status of Travel Checks
Where do I pick up a hotel tax exempt form? We are only state tax exempt for Hotels in Texas, you may
pick up the form in Accounts Payable. Outside of Texas we are not tax exempt
My total hotel charges are different from the amount of my check? Accounts Payable will only pay for
the Travel Authorization amount requested less state taxes. Some incidental charges may be reimbursed on
the travel voucher.
Where do I get the out of state per diem rates? From the 2007 per diem rates link located on the Business
Office/Travel website, http://www.southtexascollege.edu/businessoffice/forms/per_diem.xls
What is the state mileage rate? As of September 1, 2006 the Texas State mileage rate is .445
12
VI. Business Office Forms
•
Notice of Non-Compliance with Policies and/or Procedures (BO-6300)
•
Consultant Services Agreement-Services Rendered Form (BO-6610)
•
Request for Prepayment form (BO-1300)
•
Emergency “Hand Cut” Check requests (BO-1200)
•
Gas Car Log – Car Rentals (BO-7200)
13
Notice of Non-Compliance with Policies and/or Procedures (BO-6300)
The Business office may issue a Notice of Non-Compliance to the departments. Some examples may
include, but are not limited, to the following:
i.
Department holding invoices more than 3 days after receipt.
ii.
Department not returning original/faxed signatures within 3 working days.
iii.
Emergency Hand-cut check requests (BO-1200).
14
No. 1000
BUSINESS OFFICE
NOTICE OF NON-COMPLIANCE WITH POLICIES AND/OR PROCEDURES
Department/Employee _______________________________________ Financial Manager_______________________________
Subject__________________________________________________
Policy/Procedure________________________________
Please be aware that the attached documents, prepared and submitted to the Business Office by your department, are not in
compliance with established South Texas College policies and/or procedures. Please review our comments below and ensure
that proper corrective action is taken for compliance in the future. Please call the Business Office if there are any questions.
ISSUE:
CORRECTIVE ACTION TO BE TAKEN:
Original – Department
Green – Business Office
Pink – Vice President’s Office
Yellow – Vendor file
BO-6300
Issued by___________________________________________ Date________________ Telephone__________________________
Reviewed by___________________________________________________________ Date________________________
Thank you for your cooperation
15
Consultant Services Agreement Services Rendered Form (BO-6610)
i.
Form must be signed and dated on or after services have been rendered NOT before
(this form acts as the invoice and is required when no invoice is provided from the
consultant).
ii.
The accounts payable office holds checks only for 3 days. After the 3rd day checks
which were intended to be pre-payments are void and those that had arranged for
check pick-up are mailed.
All consultant services should have a copy of the contract agreement signed by both parties.
Any travel expenditures are processed after services are provided. All proper receipts must be
submitted with financial manager’s signature in order to process reimbursement.
16
Consultant Services Agreement
Services Rendered Form
Name of Consultant
Purpose
Date(s) of Service
Begin:
Contractual Amount Due
$
End:
Signature-Consultant
Signature-Financial Manager
Date
Date
Signatures must be obtained after the services are rendered. A consultant agreement
must be on file at the Accounts Payable Department.
BO-6610
17
Prepayment Request (BO-1300)
i.
What is a pre-payment? A pre-payment is normally for memberships, subscriptions
(books, cds) and only occasionally when:
a) a vendor does NOT accept Purchase Orders or
b) The vendor requires payment in advance in order to release
commodities or render services.
•
•
•
The original Pre-payment form should be sent to Accounts Payable with all
pertinent documents attached (vendor quote, order form, on-line order form,
etc.)
Copies of the pre-payment form as well as copies of all pertinent documents
should be sent to the Purchasing Department.
The department must ensure that an original receipt/invoice is submitted with
the financial manager’s signature to the A/P department, within 3 days of
receipt of items or services rendered
ii. Once the accounts payable department receives the original pre-payment form a purchase
order must be issued within 3 business days
Prepayment must be paid within 3 business days of prepayment P.O issue date.
18
REQ#_____________
PO#______________
BUSINESS OFFICE
P.O. Box 9500 McAllen, TX 78502-9500
Phone (956) 664-4646
Fax (956) 664-4647
REQUEST FOR PREPAYMENT
Approval for prepayment has been requested for the following:
Requestor:
___________________________________________
Orgn/Account: ___________________________________________
Justification:
___________________________________________
(Reason for prepayment)
Vendor:
___________________________________________
Amount:
___________________________________________
Is prepayment required by company?
_____Yes _____No
Will payment reduce amount of expense?
_____Yes _____No
Requested by:
_____________________
Financial Manager
____________
Date
Approved:
_____________________
Business Office
____________
Date
Note: This form must be completed in full before the Business Office can generate a
check.
BO –1300 REVISED 09/20/06
19
Emergency “Hand Cut” Check Requests (BO-1200)
i.
What is an Emergency “Hand Cut” check? It’s a check issued to a vendor outside of
STC’s normal check cycle. Emergency Hand Cut checks require the
Comptroller’s approval.
• Justification for the emergency must be clarified on form
• The form must be completed in full
• Name of STC employee or vendor employee who will be picking up check
must be submitted to the accounts payable department by either e-mail or
stated on the Emergency Hand Cut Form.
• If the check is not picked up on the date issued, accounts payable will hold the
check for 3 days and will mail it out on the 4th day.
ii.
When will the check be ready?
•
•
•
Manual checks will be issued in emergency situations only. An emergency hand-cut
form (BO-1200) must be obtained through the STC website, completed, and signed
by the financial manager and submitted along with all supporting documentation to
the accounts payable department.
http://www.southtexascollege.edu/businessoffice/forms/bo1200.doc
If all required documentation is submitted to the accounts payable department by
12:00pm, the check will be ready by 4:00pm.
If all required documentation is submitted to the accounts payable department after
12:00pm, the check will be ready by 10:00am the next day.
20
REQ#____________
PO#_______________
BUSINESS OFFICE
Mailing Address: P.O. Box 9500, McAllen, TX 78502-9500
Physical Address: 1015 Walnut, McAllen, TX 78501
• Phone (956) 664-4646 • Fax (956) 664-4647
EMERGENCY “HAND CUT” CHECK REQUEST
An Emergency “Hand Cut” check has been requested from the Business Office as follows:
Requestor:
___________________________________________________________
Orgn/Account: ___________________________________________________________
Justification: ___________________________________________________________
(reason for Emergency)
___________________________________________________________
___________________________________________________________
Vendor:
___________________________________________________________
Amount:
___________________________________________________________
Date
Need:
___________________________________________________________
Signed:
______________________________
Financial Manager/Requestor **
___________________
Date
Approved:
______________________
Comptroller
___________________
Date
Note: This form must be completed in full before the Business Office can generate a check.
** If the Financial Manager happens to be the Comptroller (Mary Elizondo) please have
the requestor sign in the Financial Manager/Requestor line.
BO –1200 REVISED 09/20/06
21
Gas Card Log – Car Rentals (BO-7200)
This log will be handed to any STC employee who picks up the Exxon Credit card for a
car rental. This form is located at the Business Office.
Turn in the log when the employee returns from the trip with all Exxon invoices attached.
22
VII. Banner Forms
•
FOIDOCH
•
FGIENCD
•
FGITRND
•
FGIBDST
•
FGIBAVL
•
FAIVNDH
23
FOIDOCH
1.
2.
3.
FOIDOCH
•
This form will show the following:
o The requisition status (incomplete, complete and approved)
o The PO number issued for the requisition
o The invoices paid on the PO
o The receiving status on the PO
o The check issued for the PO
24
Enter Document
type. (PO, Req.)
Tab & Next Block
Options
FGIENCD
1.
2.
Enter PO#
Next Block
Check Balance
of entire PO here
Scroll if more
than one
FOAPAL on PO
FGIENCD
•
This form provides the ability to view encumbrances, what has been liquidated, and balance
available.
•
The form should be viewed periodically to confirm balance available. This helps the
department know if they need to increase or create new PO for up coming invoices.
The balance on FGIENCD shows what has been paid and what is completed and ready to be paid.
It does not show invoices that are pending signatures or receiving.
If more than one FOAPAL on PO use scroll bar to get balance of each FOAPAL
25
FGITRND
1.
2.
3.
Enter any of the
fund, organization,
and/or account to
check detail on
FOAPAL.
Next Block.
F8 to view info.
FGITRND
•
This form provides the ability to view detailed transactions for your organization.
o If you want to see Expenditures place “YTD” in Field box
26
FGIBDST
1.
2.
3.
Place Organization # and Fund
and program should populate
Place Account number or leave
blank
Next block
FGIBDST
•
This form provides the ability to view summarized transactions for your organization.
27
FGIBAVL
1.
2.
Need all
FOAPAL.
Next
Block
FGIBAVL
•
This form provides the ability to view the budget availabiltiy for your organization.
28
FAIVNDH
FAIVNDH – Vendor History
1.
VENDOR INVOICE – for
travel should see:
100906-DALLAS
2.
VENDOR INVOICE
AMOUNT-amount
approved for payment
1.
Enter employee
SS#
2.
Next Block
1.
DUE DATE-when
check due to print
2.
CHECK DATE-actual
date of check
3.
CHECK NUMBER –
check already printed
TRAVEL
VENDOR
29
1.
Click down arrow
2.
Select FTIIDEN (double click)
3.
In “last name box” place a few
letters of vendor name (Bus% for Bush Supply)
4.
Double click on vendor ID, it
brings you back to this screen
5.
Next block or click inside
vendor invoice to see what has
been paid to this vendor