1. Office of Financial Services
Accounts Payable
Office of Financial Services

2. Agenda Definition Responsibilities Payment Terms & Methods
Payment Timetable
Invoice
Flowchart
Exceptions
Stats
Staff
Forms

3. Definition Responsible for
Payment process
Payment methods
Approval process
Disbursement control
PO payment released only when a 3-way match complete PO
Receiver
Invoice

4. Responsibilities Vendor payments Internal payments
Purchase Orders
Payment Request
Internal payments
Reimbursements
Business travel expense

5. Payment Terms & Methods
Net 30
No late fees
Tax exempt
ACH (electronic payment)
Credit Card (no fees)
Wire (same day)
Paper Check
*at the discretion of AP dept.

6. Payment Timetable Reimbursement check requests
Within 5-6 business days
Vendor Invoices
Net 30
All payments issued:
Tuesdays and Thursdays
Paper Check
Pickup or USPS
No Campus Mail

7. Invoice Invoice number Invoice date Terms Dollar Amount
Statements, pro-forma invoice, quotes, estimates are NOT invoices

8. Payment Request Form
Invoice/Receipt
Supporting documents
ACH form
Wire form

9. Examples:
Membership fees
Insurance premiums
Conference/seminar fees with a registration form or invoice attached
Courier charges
Postage
Required licenses and permits with an invoice attached (excludes Information Technology)
FIT visitors-travel and expense related reimbursements
Travel advances
Short term (1 time) consultant services
Honorarium and stipends
Unclaimed property
Personal service contracts, legal counsel, financial advisors, and others deemed appropriate by the Chief Financial Officer.

10. Volume Stats Fiscal Year 17 Payment Request/CC 3,798 Travel Expense
Paper: 990 TEM: 668
ACH/Wire
611
PO Invoices
10,190

11. Staff All non-PO request review against budget & approval for payment
Emergency payment
Maria Suarez xt.8150
All PO Invoices
Payment processor
Wire/ACH request
Aleyda Bullen xt.8025
Travel expense/TEM review
Credit card vendor payment
Payment request
Kayla Krause xt.7582

12. Forms Payment Other forms Payment Request (budget review) ACH
Wire Transfer
Other forms
Trip Itinerary Approval
Travel Promissory Note
Travel Expense Report
ACH Enrollment