Accounts Payable Procedure
Updates
•Accounts
Payable Department
•Accounts Payable Forms
•Food Purchases
•Credit Card Payments
•Direct Deposit Authorization
•Accounts Payable Do’s
•Accounts Payable Don’ts
•Accounts Payable Scenarios
Accounts Payable
Department










Maricarmen Ramirez – Accounting Group Supervisor
Bertha Arriaga – Accounting Assistant – AP
Gabriela Gonzalez – Accounting Assistant – AP
Kelly Lara – Accounting Assistant – AP
Rachel Ramirez – Accounting Assistant – AP
Beatriz Saldana – Accounting Assistant – AP
Jeanette Villarreal – Accounting Assistant – AP
Vanessa Limon – Accounting Assistant – Travel
Patricia Jackson – Accounting Assistant – Travel
Marcy Gonzalez – Records Technician (Temporary)
X4609
X4659
X4691
X4642
X4649
X4631
X4673
X4618
X4656
X4654
Accounts Payable Forms






Account Code Classifications
Prepayment Form (BO-1300)
Institutional Membership Form (BO-8400)
Direct Deposit Authorization Form (BO-5200)
AP Check Cycle Calendar FY2015
December 2014 IRS Form W-9 (Request for Taxpayer
Identification Number (TIN) and Certification)


Consultant Services Rendered Form (BO-6610)
Departmental Signature Authority Form (BO-1800)
Food Purchases

An approved Purchase Order is required


– Food matrix listing allowable purchases is located in
Jagnet
If the purchase order covers more than one meeting- the
following documents must be submitted for each:
 Detailed Receipt – signed by FM and PO # noted
(unallowable: taxes and tips)
 Meeting Agenda
 Meeting Sign In Sheet
 All paperwork should be submitted within 3 days of
purchase
Reminder: Vendors may charge late fees or place accounts on hold for
late payment on invoices.
Credit Card Payments
Credit card payments are now being
processed for vendors accepting
payment without additional fees to the
college.
 An approved purchase order or travel
authorization is still required prior to
payment.

Direct Deposit Authorization
– EFT payments




Used for employee travel per diem payments,
tuition and mileage reimbursements
EFT payment allows funds to be transferred
directly to the employee’s financial institution,
without the need to cash or deposit a printed
check
No worries about check being lost in the mail
Direct Deposit Authorization Form #BO-5200
Accounts Payable Do’s





Do submit all required backup documents
with the Prepayment form (prior to purchase)
Do submit all itemized receipts for
prepayment purchases (after purchase)
Do submit an Institutional Membership form
when processing payment for any type of
memberships
Do submit an agenda and sign in sheets for
all food purchases for staff meetings
Do remind vendors that South Texas College
is tax exempt
Accounts Payable Do’s (Cont)




Do remind vendors to submit all invoices to AP at
South Texas College, PO Box 9500, McAllen,
TX 78502-9500
Do submit Consultant Services Rendered form after
services are completed by performer
Do remember that Accounts Payable and Human
Resources keep separate records, when correcting
address with HR, please also contact AP
department, otherwise reimbursements may be sent
to the wrong address
Do meet all Accounts Payable deadlines, especially
at the end of the fiscal year
Accounts Payable Don’ts




Don’t promise early payment to vendors. The
College follows a 30 day payment policy
Don’t request an Emergency Hand-Cut Request
form every time a deadline is not met. Some
vendors, if contacted, are willing to wait for the
check cycle or accept credit card payment
Don’t hold invoices/receipts at your department
Don’t alter invoices
Accounts Payable Scenarios
Accounts Payable Calendar
 Invoices
 Food Purchases
 Consultant Services
 Receipt Required PO Payments

Thank you
1. Please call us if you have questions
2. Please comply with Accounts Payable
deadlines