1. A ccounts P ayable

2. nau-accountspayable@nau.edu A/P Assists A/P Reviews A/P Creates A/P Processes

3. A/P Reviews Invoices Capital Items Signatures Receipts Taxes

4. Department creates RQ; Purchasing creates PO and pays for amounts > $5000 on p-card Zero Vouchers When all invoices have been paid on PO Purchasing gives invoice copies to A/P A/P emails RQ initiator; an RC is created A/P processes voucher with zero effect to debit department account

5. A/P Creates

8. FY 2015 17,380 DPT POs $ 17,947,078.62 2,859 PUR POs $ 141,470,669.27 2,859 PUR POs $ 141,470,669.27 ~ 40,000 Vouchers processed POs & Vouchers

9. Check Requests A/P Creates

10. Other FORMS used in lieu of an invoice Guest Lecturer/Speaker/Performer form Honorarium/Stipend form Dept of Homeland Security form A/P Creates

12. Annual cycles of workload Insert charts here comparing yearly cycles

13. Four personnel = 472,320 minutes/annually 11.8 minutes for each of 40,000 vouchers A/P Processes Vendor emails or sends hard copy of invoice Review to determine who the invoice belongs to Scan & Email invoice to department Remind department about invoice Receive email from department with Receipt number Review documents, input Voucher in PS Financials Receive check, stuff & seal envelope

14. Be sure to obliterate any social security number information before sending documents to A/P. For invoices, include the VENDOR name, AMOUNT of the invoice, and any special requests in the SUBJECT line of your email. Nothing is necessary in the body of the email. For Expense Report documentation, put only the Expense Report number in the SUBJECT line of the email. Preceding zeroes are not necessary. Whenever you are purchasing or reimbursing for food, include a Business Food/ Reimbursement form, signed by a Vice President or VP designee. When removing the cost of alcohol (which is never reimbursable) from a receipt, also remove the tax and tip associated with that alcohol. Only NAU employees are allowed to pick up checks in A/P. Check Requests are only for refunds or reimbursements to non-NAU employees. The vendor typically does not need to be added to the vendor table. Always pay invoices in a timely manner and regularly check your reports to make sure your submitted payments have been processed correctly. When paying fees to the US Department of Homeland Security, create only one PO/RC, adding a line for each check required. We are happy to visit with your department and answer questions unique to your area. A/P Tips

15. R econcile S tatements A/P Processes Review E xpense R eports ~250 /week Run ~ 6 pay cycles per day Track Stale Checks

16. Expense Reports Top 5 Mistakes A/P Processes 1. Not sending backup docs 2. Not remitting before 60 days 3. Not removing alcohol from receipt 4. Spending more than $1000.00 with one vendor 5. Not including a Business Food form

17. A ccounts P ayable