Accounts Payable Training

Transcription

1 Accounts Payable Training

2 Accounts Payable Mission & Information The primary mission of Accounts Payable is to ensure all payments processed by the department are done timely, accurately, and in compliance with the University; along with the federal and state rules and regulations, with excellent customer service and a commitment to continuous process improvement. The following are some examples of the procedures in place for requesting payments for Vendors, Memberships, Subscriptions, Accreditation Fees, Agency, Stipends, and other types of payments. All forms, instructions, and other pertinent information can be found on the Controller s web site at

3 Purchase Order Check Request The following documents are required and must be received by Accounts Payable in order to process payments. Purchase Order (signed & dated by authorized supervisor) Original Invoice Upon receipt of the above documents, Accounts Payable will process the invoice for payment in accordance with the established payment terms for that vendor. We ask that all purchase orders are forwarded to Accounts Payable directly after receiving goods or services. When applicable, contracts or quotes are required. Accounts Payable Request for Payment An explanation of required documents to follow. Non Purchase Order Check Request The following documents are required and must be received by Accounts Payable in order to process payments for non purchase order check requests. Check Request Form Invoice or Itemized Receipts Memo from Department Supervisor (in certain circumstances, *please see slide eight (8) for additional information) Upon receipt of the above documents, Accounts Payable will process the check request for payment. We ask that all check requests and documents are forwarded to Accounts Payable directly after receiving goods or services.

4 Supporting Documentation Purchase Order Check Request Acceptable Documentation: Invoice (original) Vendor name, address, & phone number Invoice date & number Purchase order number Description of goods/services Amount of goods/services Sales tax (if applicable) Shipping charges (if applicable) Total amount due Additional Supporting Documentation (if applicable): When available forward packing slips with PO. When applicable quotes or contracts are required. However, a quote or contract does not take the place of an invoice. Unacceptable Documentation: Personal Checks or Bank Statements Credit Card Statements or Receipts Non Purchase Order Check Request Acceptable Documentation: Invoice (original) Vendor name, address, & phone number Invoice date & number Purchase order number Description of goods/services Amount of goods/services Sales tax (if applicable) Shipping charges (if applicable) Total amount due Itemized Receipt Memo (*please see slide eight (8) for additional information) Unacceptable Documentation: Personal Checks or Bank Statements Credit Card Statements or Receipts Agency Check Request Please visit the Forms page at for Agency check request instructions.

5 Sample Invoice Supporting Documentation Examples Sample Handwritten Invoice Vendor name, address, & phone number Invoice date & number Purchase order number Description of goods/services Amount of goods/services Sales tax (if applicable) Shipping charges (if applicable) Total amount due Handwritten invoices require all information as other invoices, as well as, a company representative signature. If an incomplete invoice is received, it will be returned for corrections to the appropriate department.

6 Purchase Orders Prior to making a purchase with a vendor, a requisition must be entered and a purchase order created. For questions regarding requisitions and purchase orders, please contact Purchasing at or Upon receiving goods/services, print purchase order Complete bottom right portion of the purchase order: Enter the date goods/services are received Mark Final, if order is complete, or Partial, if order is incomplete Enter date of approval Departmental Supervisor signature is required

7 Paperclip the following forms together and forward to: Accounts Payable, Browning Hall, 3 rd Floor Signed and approved Purchase Order Invoice *Packing Slip Contract (special services) Quote (if applicable) Invoice **Quote (if applicable) **Contract (special services) *If available forward packing slips with purchase order. **When applicable quotes or contracts are required. However, a quote or contract does not take the place of an invoice.

8 Non Purchase Order Check Request Examples of check requests that do not require a purchase order are: Memberships Subscriptions Accreditation Fees Agency Stipends Postage FedEx or UPS A Request for Check Form will need to be completed and the following attached: Invoice Itemized receipt (if applicable) *Memo (if applicable) Contract (if applicable) *A Purchase Order is required for all standard purchases, with the exception of those listed above. If the purchase order policy has not been followed for a standard purchase, please contact the Accounts Payable department at or for further instructions.

9 Please make sure that all required areas are filled in or marked appropriately. Request for Check Instructions The Request for Check Form must be completed and submitted to Accounts Payable with supporting documentation in a timely manner. Incomplete forms will be returned, which will delay the payment process. Mark the type of check Check Requested by: Department or Office FOAP: Fund, Organization, Account, & Program code for your department. (Account information can be found at under Purchasing, Faculty & Staff, Account Code Listing.) Vendor Number/T Number (Refer to Banner Self Service) RA number (Remit Address, Refer to Banner Self Service) Check Payable To Send Check to Address Description of Goods/Services or Reason for Refund Amount of Check Requester Signature Approval Signature Signature of Payee (required when an invoice is not present, i.e. Stipends) For Agency check request instructions, please visit the Forms page at If, for any reason, the check issued is no longer required, please write VOID on the check and return the check to the Controller s Office, with an explanation, so that the check can be cancelled. Please do not shred the check.

10 Contract (special services) Paperclip the following forms together and forward to: Accounts Payable, Browning Hall, 3 rd Floor Signed and approved Check Request Form Memo (if applicable) Invoice/Itemized Receipt Invoice/Itemized Receipt (all receipts smaller than a standard sheet of paper should be taped to an 8 ½ x 11 sheet of paper, please do not staple) Memo (if applicable) Contract (special services)

11 Accounts Payable Contact Information For questions regarding the Accounts Payable process please contact us at or All forms, instructions, and training are located on line at: or under on line forms at Arkansas Tech University Controller s Office, Browning Hall, 3 rd floor 1505 N Boulder Ave Russellville, AR 72801

12 Focus on Finance 2018: Agency Account Training

13 Session Overview Agency Request for Check Process Agency P Card Process Online Agency Balances and Transactions

14 Request for Check Process Step 1 Complete and submit Agency Approval form. Step 2 Verify item is allowed for purchase and get any necessary approval. Step 3 Complete Request for Check form and attach supporting documentation. Step 4 Submit request to Accounting office.

15 RSO Agency Approval Form Before Request for Check forms can be completed by a Registered Student Organization (RSO), a completed Agency Approval form must be submitted to Student Services for approval. Up to 3 students in an RSO can request checks. The Advisor and Immediate Supervisor of Advisor can approve Request for Checks. T numbers are now required on the form for online access to balances and transactions in Self Service Banner.

16 Agency Purchases Allowed Items Food Supplies T shirts (with approval) Registration fees Dues Gifts/Prizes/Awards (with approval) Promotional items (with approval) Prohibited Items Alcohol Equipment/Furniture that can be considered university property Floral arrangements for students/staff/etc. Weapons NOTE: If you aren t sure, please contact the Controller s office.

17 Prior Approval All purchases for Gifts/Prizes/Awards must have prior approval from the Controller s office before purchases are made. Please forward the completed Gift/Prize/Award Pre Approval form to Suzanne McCall through campus mail or via at smccall@atu.edu. For goods over $50, gift cards, or cash, the Post Tax Reporting form must be filled out by each recipient and submitted with the Request for Check form. Promotional items must be approved by the Controller s office. All purchases containing any type of ATU logo must be pre approved by MARCOMM and a copy of the approval should be attached with the Request for Check form.

18 Gift/Prize/Award Forms

19 Request for Check

20 Request for Check Instructions Date Mark: Agency Funds Check Requested By: Name of Agency FOAPAL #: Agencies will fill in the Fund (8xxxxx) & Account (240200) only.

21 Request for Check Instructions Vendor Number/T Number (Refer to Banner Self Service) RA (Remit Address, Refer to Banner Self Service) Check Payable To Send Check To Address Please always include address even if picking up check Check Box for Pickup and Address

22 Request for Check Instructions Description of Goods/Services OR Reason for Payment Amount of Check Requester Signature (can t be payee) Approval Signature (can t be payee) Signature of Payee: Only required if a memo is submitted as documentation.

23 Supporting Documentation The following supporting documentation must be attached to the Request for Check form. Please do not staple documents or forms together. Acceptable Supporting Documentation Invoices listing goods/services/tax Receipts listing goods/services/tax Hand written receipts must be signed by company representative and include the company name & address on the receipt Memos For donations to other organizations Stipends (ex: SGA, SAB, Campus Rec, RHA) Unacceptable Supporting Documentation Debit/Credit Card Receipts Bank Statements Credit Card Statements Receipts should be securely taped to an 8 ½ X 11 sheet of paper.

24 Submitting a Request for Check Please submit a Request for Check form and supporting documentation to the Accounting office. If a form is incomplete or there are errors, the individual who requested the check will be contacted via in order to correct the errors. Please allow 3 5 business days to process requests. Agency checks are printed on Wednesdays & Fridays only. Checks made out to individuals must be picked up by the payee only and I.D. is required. Checks are picked up in the Disbursing office.

25 Agency P Card Process Step 1 Make sure Agency Approval form is upto date. Step 2 Verify item is allowed for purchase and get any necessary approval. Step 3 Complete P Card Order Request form and attach supporting documentation. Step 4 Submit request to Accounting office for funding approval. Step 5 The P Card holder completes the purchase.

26 P Card Order Request Instructions Complete P Card Order Request form with the following: Department Name (Agency) Contact name and phone number Mailing address Agency Fund and Account number Mark Agency Funds: Yes Vendor name and website Description of products, quantity, price, shipping & handling, tax, and total Purpose of the order Requested by: Authorized signature on Approval Form Approved by: Authorized signature on Approval form

27 Supporting Documentation Printout showing items and amounts Approval forms

28 Submitting P Card Order Request Option #1 request and supporting documents to Sarah Latus in the Accounting office for funding approval. Once approved, request will be forwarded to P Card holder. Requester s username and password for website must be provided. Items must be placed in the website s cart and be ready for payment (excludes Goddess orders).

29 Submitting P Card Order Request Option #2 Agency representative may bring their completed request and documentation to the Accounting office. Once request is approved for funding, the representative may enter the order on the provided computer. Once the order is entered, the P Card holder will verify the order and complete the purchase. Agency representative will need to contact the P Card holder to set up an appointment to complete the purchase.

30 Agency Balances and Transactions Students and Advisors listed on the Agency Approval form will be able to view balances and transactions in Self Service Banner. Once an updated Approval form is received, an will be sent to students/advisors informing them they now have access and providing instructions.

31 How to Access Balances/Transactions Step 1 Log into OneTech ( Step 2 On the home page, click the Student folder or the Employee folder under the Banner Self Service heading. Step 3 Click on View Agency Account Balance link.

32 How to Access Balances/Transactions Step 4 View Current Balance and list of transactions for the current fiscal year.

33 Agency Contact Information For questions regarding the Agency Request for Check process or Agency P Card process, please contact the Accounting department at or slatus@atu.edu. All forms, instructions, and training are located on line at: or under on line forms at Arkansas Tech University Accounting Office, Browning Hall, Room N Boulder Ave Russellville, AR Phone: slatus@atu.edu

34 Budget Office RCB Hall Room 406 Phone:

35 WHO WE ARE The Budget Team Sandra Cheffer, Director of Budget Matt Fraser, Assistant Budget Director Karen Alexander, Coordinator of Grants Management Lou Ann Reeves, Business Manager Becky Summey, Budget Specialist Thomas Walker, Restricted Fund Accountant Responsible for: budget development, allocation and oversight, financial planning, grant and special projects management (restricted funds accounting), financial reporting, oversight of financial records for Commons apartments, use of budget by campus community Goal: to ensure funds availability and proper handling of funds in compliance with budget, state, federal guidelines and laws

36 BUDGET ALLOCATION AND OVERSIGHT FOAPAL F: Fund Russellville, Ozark, Grant, Camp, Restricted O: Organization Department A: Account Expense category P: Program Activity Budget transfer Paper form available on website Work Flow Budget transfer vs. recode of expense Transfer before expense occurs Recode after expense has occurred Financial Reporting

37 STATE APPROPRIATIONS AND PAYROLL FUNDING Appropriation Act and employee position titles How is Budget involved in Payroll? Pooled Positions Position not always setup. Funds transfers must include benefits corresponding to transfer amount. Salary 20% Extra Labor 7.68% Non-work study, College-work study, Graduate Assistant 0.03% Sequence: N Non-work study C College-work study G Graduate Assistant E Extra Labor NS Non-work study special X Extra Labor Special

38 GRANTS & SPECIAL PROJECTS Overview of E&G and Restricted Funds SPUI and Budget Grant roles SPUI Budget Expenditure alignment with grant guidelines Time and Effort reports P-card purchases Matching Indirect Cost

39 COLLEGE WORK STUDY Federally awarded money for the University. Award funds 75% and department must provide 25%. Goal: ensure campus-wide cooperation in expensing the entire award for the benefit of the students Student labor big picture. Non-work study and college-work study funds are used for student labor. Make use of college-work study first to help achieve expenditure of funds. Benefit: Cheaper for the department Consider: Number hours department needs Money available in department budget Funding student is eligible for Amount student will work

40 COMMONS APARTMENTS OVERVIEW Separate Foundation Funded by bonds Restricted funds with various expenditure restraints Duty allocations Residence Life Budget Office

41 FUTURE TRAINING SESSIONS College Work Study Grants Restricted Funds with various expenditure restraints Financial Reporting Time and Effort Reporting Accessing Budget Making expenditures Chart of Accounts View Budget in Banner

42 CONTACTS Sandra Cheffer, Director of Budget ext Matt Fraser, Assistant Budget Director ext Karen Alexander, Coordinator of Grants Management ext Lou Ann Reeves, Business Manager ext Becky Summey, Budget Specialist ext Thomas Walker, Restricted Fund Accountant ext

43 WELCOME EMPLOYING PART-TIME WORKERS AUGUST 2018

44 OFFICE OF HUMAN RESOURCES Andy Robinson Michelle Bishop Work-study, Non work-study, Departmental & University Fellowships, Background checks for all Employees Graduate Assistants, Adjuncts, Extra Labor Office: Ext 2209 Office: Ext

45 HR PROCEDURES Background Checks Request Forms Personnel Packets Terminations

46 PROCEDURE FOR STUDENT WORKERS: Department offers student a job and prepares Request/Assignment for Student Employment Requests are completed as such: January - May June only July only August - December Department sends student to HR with request form, appropriate ID s for the I-9 form and voided check for direct deposit. HR will provide student with an employment packet which contains a Personnel Data Event Form, State & Federal Tax Forms, Drug Free Workplace acknowledgement, Selective Service, I-9 and Disclosure Forms. HR reviews packet and identification for completion. If missing information, the department will be notified and student may not be eligible to begin work.

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48 I-9 FORM AND IT S IMPORTANTANCE It s the LAW! U.S. employers are required by law to verify the employment authorization of all workers they hire. The I-9 form must be completed by the first day of work. Employers who hire or continue to employ individuals knowing that they are not authorized to be employed in the U.S. or who fail to comply with employment authorization verification requirements, may face civil and in some cases, criminal penalties including fines: Failing to comply with Form I-9 employment verification requirements $216 for each form (minimum) $2,156 for each form (maximum)

49 ACCEPTABLE DOCUMENTS Must be original forms of identification Cannot specify what to bring Employee has three business days from hire date to provide identification.

50 PROCEDURE FOR ADJUNCTS & GRADUATE ASSISTANTS: 1. Department offers the potential employee a job. 2. Supervisor begins the pre-employment screening request through OneTech. 3. HR must have a current background check approval before the hiring process continues. 4. Department receives background check approval from HR. 5. Department sends employee to HR office to complete the Employment Packet. ** Note: If an adjunct is teaching off campus, please contact HR before they begin work so that we can coordinate with the employee.** 6. HR reviews packet and identification for completion of all necessary paperwork. If not, the department will be notified and employee will not be eligible to begin work.

51 PROCEDURE FOR EXTRA LABOR: Department contacts HR for appropriate job title. Employee must complete an online application and meet the minimum qualifications of the assigned job title. Department offers potential employee a job and begins preemployment screening request through Onetech. Once background check is clear, the employee goes to HR with appropriate ID s for the I-9 and completes the employment packet. HR reviews completed packet and identification. If something is not complete, HR will notify the department and employee will not be eligible to begin work.

52 TERMINATIONS FOR PART-TIME EMPLOYEES: Terminations are very important. We must ensure that all computer access is terminated for that employee. We also use this information in the case of employment verifications. Student workers/extra labor who have graduated, resigned, been terminated or will not return for the next semester: 1. Complete Part 2 at the bottom of the request forms and return form to HR. Graduate assistants/adjuncts 1. Send a written notice by to HR. Students will need to update their mailing address online if moving. Once terminated in the system, the student will not have access to retrieve their electronic W-2. If they have selected the electronic consent, they will want to uncheck this box before they leave.

53 Bottom of Request for Student Employment Bottom of Request for Extra Labor

54 OFFICE OF PAYROLL & SPECIAL SERVICES BETTY YORK BRITTANY FLIPPO Student workers, Extra Labor, Adjuncts, Graduate Assistants, Timesheets for part-time employees Office: Ext 3601 Tax Forms, Direct Deposit Forms Office: Ext 3602 Payroll Office Brown Hall Ste West O Street Russellville, AR Phone: (479) byork1@atu.edu bflippo1@atu.edu

55 IMPORTANT PAYROLL FACTS TO REMEMBER: Student hours are not to exceed 28 hours per week. International Students cannot work more than 20 hours per week during the school year. If a student works in more than one department, it is the responsibility of the student to divide the hours accordingly so that not to exceed the 28 hour limit. A work week is considered Sunday through Saturday. If the week crosses over into the next month, the hours are still counted the same as a week.

56 IMPORTANT PAYROLL FACTS TO REMEMBER: (CONTINUED) Request forms received after the 22nd of the month may not be processed until the following month. If the student s rate of pay exceeds the minimum wage, the request form and justification memo must be sent to the VP of Administration and Finance for approval, BEFORE it is routed to the HR Office. Students must complete all necessary paperwork with HR before they can begin work. Please be sure to use the most updated form that indicates the correct senior fellow wage of $9.00 per hour.

57 OFFICE OF FINACIAL AID TRACEY HALE NIKI SCHWARTZ College Work-Study Office: Ext Director of Student Aid Office: Ext Brown Hall, Suite West O Street Phone: (479) Fax: (479) fa.help@atu.edu

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59 Special Thanks! Barnes & Noble Arkansas Tech Chartwells Goddess Imperial Pepsi Staples Advantage

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83 Travel Services Young Building Suite or 3502 Cindy Pratt, Travel Administrator or 3503 Dona Kirkpatrick, Travel Assistant website:

84 Procedures FY All Official Functions Need Non State Forms All Airfares Need Agenda of Conference Signatures Departmental Copy of PO Two signatures on TR1, Traveler and Supervisor Moving Expense Goes through Human Resources Bob Freeman Applicant Travel All travel expenses are paid by applicant Reimbursed with original signature and receipts

85 Requisitions done prior to travel date After the Fact Memo signed by supervisor stating why requisition was not done prior to travel date Original receipts turned in with TR1 Itemized Meal receipts Original signatures on TR1, no copies Use whole numbers when doing mileage for TR1 Students traveling on University business must be accompanied by a University employee to act as a sponsor for the trip travel@atu.edu for approval for Rental Vehicles All International travel is booked through Travel Services with VP approval An ATU employee can not share expenses with another ATU employee No tips for a Taxi ATU will reimburse whatever is lesser for ATU, comparing mileage over airfare

86 All Drivers must have a valid Driver License on file in Travel Services Office Motor Pool drivers: 21 years old Enterprise drivers: 25 years old for 12 passenger vans What holds up a Requisition? Waiting on Approval DL not on file After the Fact Memo Corrections to document text (5 W s) Wrong Vendor

87 Meal Receipts Have to be itemized for reimbursement Itemized meal receipts must be kept on file in your department for 2 years for audits. 15% tip on all meals up to meal GSA meal allowance No longer $5.00 IE Only get a tip if itemized receipt shows a tip

88 How to Calculate an itemized Meal Receipt Meals Breakdown Total Breakfast Lunch Dinner 1 st and last day $51.00 $11.00 $12.00 $ % $54.00 $12.00 $13.00 $24.00 $59.00 $13.00 $15.00 $26.00 $64.00 $15.00 $16.00 $28.00 $69.00 $16.00 $17.00 $31.00 $74.00 $17.00 $18.00 $ st Day of Travel 75% Houston, Texas $59 Lunch $15.00 x 75%= $11.25 max Check: $13.98 without 15% tip 1 st Day of Travel 75% Houston, Texas $59 Dinner $26.00 x 75%= $19.50 max Check: $ % tip: (2.10) only left $2.00 Total: $15.98

89 GSA Meal Allowance: Kansas City, MO $51.00 Dinner $23.00 max Check: $ % Tip: Total: $17.88 GSA Meal Allowance: Rogers, AR $51.00 Lunch $12.00 max Check: $12.02 No Tip: 0.00 Total: $12.00

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