Paying Vendors BPAs & P-cards

Getting Started Approved systems for generating BPAs are: – APEX Benefits – vendor info interfaces with Banner – Catbooks/Agbooks Benefits – comprehensive system, does more than just BPAs Handwritten Excel To learn more about APEX contact Lynne x5739 To learn more about Catbooks contact

What info should I include on my BPA? Your contact information – Name, , office phone number Vendor name and address – make sure what prints on your BPA is accurate! (more on this later) Remit Info – this is for the vendor & prints on the check stub/remit summary: Department Name Account number – from the vendor Invoice number Additional Info – this is for you: DPO number, contracted services detail, other information that is important to the department’s records, but not necessarily the vendor Authorized Signature – we can’t pay from an unsigned BPA

What info should I include with my BPA? Invoices These things are not invoices: Work Orders Statements Quotes Missing Receipt Forms (Missing receipt forms are ONLY okay with Pcard reports and even then we don’t love them ) Other relevant forms Travel forms Purchasing forms Hospitality Approval forms

Checking Vendor Information Banner FTMVEND

Checking Vendor Information Banner FTMVEND

Checking Vendor Information Banner FTMVEND

Checking Vendor Information Banner FTMVEND

Has my payment been processed? Banner FAIVNDH

Other important A/P information W-9 forms Most recent version from the IRS is dated August The form is available on our website at If you have a W-9 saved out to your desktop, please make sure it is the most recent version.

P-cards New p-card application form Please remember to complete ALL fields on the form and DO NOT modify We need to know: 0 + Entire GID number Entire PO Box address Phone number with area code Org number

P-cards – things to remember Review all your indexes for activity in process corrections promptly Add consistent, meaningful descriptions Example: NACUBO-M Smith Dallas, TX 09/1-09/7/13 Travel justifications Include one copy behind report page for each traveler/trip, we don’t need a copy with each receipt. Save a tree.

Bonus – Costco!! Please use appropriate account codes Not everything goes to Remember batteries are considered e-waste and should be coded to Beverages (when not specifically for an event/meeting) should be coded to 62278

Questions & Comments