ACCOUNTS PAYABLE TRAINING 01/11/19

Transcription

1 ACCOUNTS PAYABLE TRAINING 01/11/19

2 AGENDA Workflow Partial Payments Preparing and Submitting Documentation Employee Travel Student Travel Meal Voucher Travel Check Request 2019 Mileage Reimbursement Rate Accounts Payable and Travel Reimbursements

3 Secretary/ Purchase Order Clerk Obtains approval to key in requisition from Administrator Secretary/ Purchase Order Clerk Keys in Requisition to efinance+ Purchasing Approves/Denies Requisition Workflow Purchase Order Created Upon Approval Purchase Purchase goods/services Secretary/ Purchase Order Clerk Submits the approved Requestor Copy of the purchase order and/or utilizes the receive ordered materials function in efinanceplus to Accounts Payable Accounts Payable Receives invoices and supporting documentation Accounts Payable Processes Payments to Vendor

4 Partial Payments Accounts Payable processes partial payments to vendors. Please do not wait until all items have been received on the purchase order to submit documentation or receive online (received ordered materials). Utilize the received ordered materials function (Receiving Online Webinar Presentation)

5 Complete & Close / Partial Pay Please indicate on the purchase order whether to close the purchase order or partially pay.

6 Multiple Vendors Travel Purchase Orders

7 Complete Packet Vendor

8 Example: Employee Travel Please prepare a complete packet for each traveler by following the employee travel settlement form. I. Travel Information Purchase Order II. Registration Detailed Agenda Proof of Attendance III. Transportation Car rental receipt Flight confirmation Electronic Mapping Source IV. Meals & Incidentals Travelers Initials V. Lodging Itemized Hotel Receipt

9 Example: Employee Travel VI. Other Expenses Detailed Receipts VII. Auto Calculation VIII. Dated and signed by traveler

10 Example: Student Travel 1. Entry Fee Purchase Order Invoice Entry Fee 2. Meal Costs (Repeat if Multiple Vendors) Purchase Order Detailed Meal Receipt Meal Voucher Student Roster 3. Bus Costs Purchase Order Transportation Invoices

11 Meal Voucher Please ensure the meal voucher is completely and entirely filled out. Purchase Order # Vendor Number Name Address

12 Travel Check Request Please submit all check request to Note on the subject line of the Employee / Student Travel Check Request Attach the purchase order, invoice, and supporting documentation to the for processing. Registration Hotel Checks

13 2019 Mileage Reimbursement Rate The 2019 Mileage Reimbursement Rate Effective January 1, 2019 is.58 per mile. Please use the 2019 Mileage Log and Reimbursement Form located on the Accounting Website.

14 Accounts Payable & Travel Reimbursements Vendor Letter Extension Lisa Soriano Travel 5041 Maritza Barreto A H 5044 Desirea Lindsay I P 5043 Blanca Lopez Q Z 5042

15 1. Accounts Payable partially processes payment on purchase orders. True please submit your documentation as soon as possible. 2. The Accounts Payable process is prior to keying in the requisition. False Accounts Payable will only process payment to vendors after a purchase order is issued and good or services have been received. 3. The Accounts Payable Clerks go to the requisition in EfinancePlus to find supporting documentation needed to process payment. False the campus/department provides the required supporting documentation to accounts payable for payment.

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