Business Office AA Round Up Wednesday February 28, 2007

Topics of Discussion A/P Check Cycle Calendar Invoice Discussion A/P Processes Business Office Forms Banner Forms

A/P Processes (cont.) Vendor invoice-Accounts Payable Department Breakdown Maricarmen A/P Supervisor Ramirez Bertha ArriagaA – F / Tony GarciaG - Amy LopezM – Sonia CuellarR – Z Carlos Marcos GarciaTravel Process Cynthia A/P Contact / Cantu-GarzaInvoice Process

Invoice Discussion All original invoices should be mailed from Vendor to Accounts Payable Department. If vendor sends an invoice to the department or the department picks up items at vendor’s business and receives an invoice at that time, all original invoices must be sent to A/P within 3 working days. If we request signatures, please send original signatures to A/P within 3 working days. Temporary Services time cards

A/P Processes Since purchase orders required by STC, make sure: Employee has correct purchase order number for items to be picked up at vendor’s business

A/P Processes (Cont) If invoices are received that do not match purchase order, delays payment, sometimes caused by: Changes or substitutions on purchase orders which are not allowed unless authorized by Purchasing Vendor deliveries to departments- these need to be addressed with Purchasing

Business Office A/P Forms Notice of Non Compliance with Policies & Procedures (BO-6300) 4 copies 1 to dept, 2 stay in Business office, 1 to Mrs. Pena Some examples: Department holding original invoices more than 3 days after receipt Department not turning in original signatures within 3 working days of fax request Emergency Hand Cut check Requests Any check requested outside of normal A/P check cycle

Business Office A/P Forms (Cont) Consultant Services Agreement Services Rendered form (BO-6610) If consultant does not provide invoice, need this form signed by consultant before releasing check Will hold checks only 3 days in our office

Business Office A/P Forms (cont) Prepayment requests (BO-1300) Purchase Order needed within 3 working days If not received – paperwork will be returned to the department What is a pre-payment? Any check requested prior to services rendered, or items received

Business Office A/P Forms (Cont) Emergency “Hand Cut” Check requests (BO-1200) What is an Emergency “Hand Cut” Check? Any check requested that will not be processed in the normal A/P Check cycle When will the check be ready? If request received at Accounts Payable Department by 12 noon, check ready by 4PM. When Hand Delivering or sending by inter-campus mail, please address to Marcos Garcia or Cynthia Cantu Garza in A/P department If request received at A/P after 12 noon, check ready next morning by 10AM

Most Frequently used Banner Forms FOIDOCH – Document History FGIENCD – Detail Encumbrance Activity FGITRND – Detail Transaction Activity FGIBDST – Organization Budget Status FGIBAVL – Budget Availability Status

FOIDOCH – Document History-Check for PO#, Ck# 1.Enter Document type. (PO, Req.) 2.Enter Document # 3.Tab & Next Block Options – Invoice/Req/ PO Info

A/P Process (Cont) FGIENCD See Packet handed out Can be used to: Check balance on purchase orders See what has been paid on PO Verify if purchase order needs to be closed (does not show invoices pending signatures or pending receiving)

FGIENCD – Detail Encumbrance Activity – Check PO Balances 1. Enter PO # 2. Next Block

FGITRND – Detail of Organization 1.Enter any of the fund, organization, and/or account to check detail on FOAPAL. 2.Next Block. 3.F8 to view info.

FGIBDST – Summarized transactions 1.Type organization and account. 2.Next Block

FGIBAVL – Budget Available Need all FOAPAL. Next Block

AA Round up The End of 1st South Texas College Administrative Assistant Round Up! Thank you for coming!