Accounts Payable Presentation AA/FM Round Up 8/17/2016 Invoice Procedures-Year End Deadlines August/September-Calendars FM Signature Authority Form

FY16 Invoice Reminders There are a couple of weeks left in FY16 and the Business Office would like to remind you to please: Meet the Tuesday deadlines for Thursday check cycles Forward all invoices to AP for Processing (i.e. Wal-Mart receipts, HEB receipts, Jason’s Deli, etc.) If an invoice pertains to an open PO, note on the invoice if it is a “Final” invoice. This will close out PO balance. Route original signatures/approvals to AP within 3 business days. Call if you have any questions about pending invoices

FY 16 Invoice/Travel Deadlines Fiscal Year End – 8/31/16 Thursday 9/8/16 Travel documents for travel taken 8/31/16 or prior Tuesday 9/13/16 Accounts Payable for invoices of services or goods delivered on 8/31/16 or prior

Accounts Payable/Travel Deadlines – August 2016 Sunday Monday Tuesday Wednesday Thursday Friday Saturday   1 2 3 4 AP check cycle 5 6 7 8 9 10 11 AP Check cycle 12 13 14 15 16 17 AA Roundup 18 19 20 21 22 23 24 25 AP Check Cycle 26 Departmental Signature Authority Form Due 27 28 29 30 31 End of Fiscal year, Purchased items rec’d after today will be expensed in FY2017 (charged to FY2017 budget)

Accounts Payable/Travel Deadlines – September 2016 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Aug 28 Aug 29 Aug 30 Aug 31 1 AP Check cycle 2   3 4 5 LABOR DAY HOLIDAY 6 7 8 AP check cycle FY2016 TRAVEL deadline - All travel vouchers, DUE, including mileage request, travel reimbursements for travel prior to 8/31/16 9 10 11 12 13 FY2016 AP Deadline – All vendor invoices DUE, including construction and items/services received prior to 8/31/2016 14 15 16 17 18 19 20 21 22 AP Check Cycle 23 College Wide Professional Development Day 24 25 26 27 28 29 30

Financial Manager Signature Authority Form Alert Notice 2016-49 regarding signature authority form was sent out through Faculty/Staff News on 8/4/16. Please submit the completed form by the 8/26/16 deadline. This form is for the new fiscal year – It should have FY2017 in the title Please contact Maricarmen Ramirez at X4609 if you have questions.

Thank you Please remember that all items received, services rendered and travel occurring on 8/31/16 or prior must be processed for payment with FY2016 budget Any items received, services rendered and travel occurring after 9/1/16 will be processed with FY2017 budget