ACCOUNTS PAYABLE DEPARTMENT

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Presentation transcript:

ACCOUNTS PAYABLE DEPARTMENT 2016-2017 BY: RALPH DE LOS SANTOS

TIPS FOR A SMOOTH AND SUCCESSFUL YEAR WITH YOUR REQUISITIONS AND PURCHASES YOUR SECRETARY IS YOUR MOST IMPORTANT SOURCE OF INFORMATION TO GET THINGS DONE CORRECTLY ALL REQUISITIONS NEED TO HAVE QUOTES ATTACHED ACCORDING TO PURCHASING GUIDELINES TEA GUIDELINES ON TRAVEL MUST BE FOLLOWED ALL INVOICES MUST BE SENT TO ACCOUNTS PAYABLE FOR PROCESSING TRAVELERS NEED TO TURN IN: ITEMIZED AND ORIGINAL RECEIPTS, NOT CREDIT CARD RECEIPTS RENTALS FOR STUDENT INCENTIVES SUCH AS MOON JUMPS, ETC. MUST REQUEST AND ATTACH THE UPDATED PROOF OF INSURANCE

TIPS FOR A SMOOTH AND SUCCESSFUL YEAR WITH YOUR REQUISITIONS AND PURCHASES “ON-SITE REQUEST FOR CONTRACT SERVICES” MAKE SURE ALL DOCUMENTATION IS ATTACHED AT REQUISITION LEVEL. DOCUMENTATION FOR ALL REQUESTS MUST BE ATTACHED FOR SPEEDY PROCESSING: Employee Reimbursements Attachments Please submit: -- conference/training information -- travel approval and travel claim form -- original and itemized meal receipts -- restaurant menu if itemized receipt is not provided -- Map-quest printout for mileage. CHECKS ARE CUT ON WEDNESDAY FOR PICK-UP AFTER 2:00 PM ON THURSDAY

TIPS FOR A SMOOTH AND SUCCESSFUL YEAR WITH YOUR REQUISITIONS AND PURCHASES STUDENT ACTIVTY FUND IS FOR THE PURPOSE OF REWARDING STUDENTS WITH INCENTIVES SUCH AS: FIELD TRIPS, APPRECIATION EVENTS, T-SHIRTS, ETC., NOT FOR AUTO RENTALS FOR COMPETITION TRIPS FOR STUDENTS (DRAMA, SPORTS, AND BAND) UNLESS A FUND RAISER WAS DONE SPECIFICALLY FOR THAT PURPOSE. ( ATTACH THE PAPERWORK OF THE FUND RAISER FOR THAT PURPOSE.) “AFTER THE FACTS”, THERE WILL BE NO MORE “AFTER THE FACTS” IF THERE IS A SITUATION THAT IS CONSIDERED AN “AFTER THE FACT” THE PERSON, THE DEPARTMENT OR THE CAMPUS WILL BE RESPONSIBLE FOR PAYMENT OUT OF THE FACULTY FUND OR ANY OTHER FUND BUT THE DISTRICT WILL NOT PAY FOR THE INVOICE, THEREFORE PLAN AND FOLLOW UP TO PREVENT THIS TYPE OF ISSUE.