1. Accounts Payable Procedure Updates
Accounts Payable Department
Accounts Payable Forms
Food Purchases
Credit Card Payments
Direct Deposit Authorization
Accounts Payable Do’s
Accounts Payable Don’ts
Accounts Payable Scenarios

2. Accounts Payable Department
Maricarmen Ramirez – Accounting Group Supervisor X4609
Bertha Arriaga – Accounting Assistant – AP X4659
Gabriela Gonzalez – Accounting Assistant – AP X4691
Kelly Lara – Accounting Assistant – AP X4642
Rachel Ramirez – Accounting Assistant – AP X4649
Beatriz Saldana – Accounting Assistant – AP X4631
Jeanette Villarreal – Accounting Assistant – AP X4673
Vanessa Limon – Accounting Assistant – Travel X4618
Patricia Jackson – Accounting Assistant – Travel X4656
Marcy Gonzalez – Records Technician (Temporary) X4654

3. Accounts Payable Forms
Account Code Classifications
Prepayment Form (BO-1300)
Institutional Membership Form (BO-8400)
Direct Deposit Authorization Form (BO-5200)
AP Check Cycle Calendar FY2015
December 2014 IRS Form W-9 (Request for Taxpayer Identification Number (TIN) and Certification)
Consultant Services Rendered Form (BO-6610)
Departmental Signature Authority Form (BO-1800)

4. Food Purchases An approved Purchase Order is required
– Food matrix listing allowable purchases is located in Jagnet
If the purchase order covers more than one meeting- the following documents must be submitted for each:
Detailed Receipt – signed by FM and PO # noted (unallowable: taxes and tips)
Meeting Agenda
Meeting Sign In Sheet
All paperwork should be submitted within 3 days of purchase
Reminder: Vendors may charge late fees or place accounts on hold for late payment on invoices.

5. Credit Card Payments
Credit card payments are now being processed for vendors accepting payment without additional fees to the college.
An approved purchase order or travel authorization is still required prior to payment.

6. Direct Deposit Authorization – EFT payments
Used for employee travel per diem payments, tuition and mileage reimbursements
EFT payment allows funds to be transferred directly to the employee’s financial institution, without the need to cash or deposit a printed check
No worries about check being lost in the mail
Direct Deposit Authorization Form #BO-5200

7. Accounts Payable Do’s
Do submit all required backup documents with the Prepayment form (prior to purchase)
Do submit all itemized receipts for prepayment purchases (after purchase)
Do submit an Institutional Membership form when processing payment for any type of memberships
Do submit an agenda and sign in sheets for all food purchases for staff meetings
Do remind vendors that South Texas College is tax exempt

8. Accounts Payable Do’s (Cont)
Do remind vendors to submit all invoices to AP at South Texas College, PO Box 9500, McAllen, TX
Do submit Consultant Services Rendered form after services are completed by performer
Do remember that Accounts Payable and Human Resources keep separate records, when correcting address with HR, please also contact AP department, otherwise reimbursements may be sent to the wrong address
Do meet all Accounts Payable deadlines, especially at the end of the fiscal year

9. Accounts Payable Don’ts
Don’t promise early payment to vendors. The College follows a 30 day payment policy
Don’t request an Emergency Hand-Cut Request form every time a deadline is not met. Some vendors, if contacted, are willing to wait for the check cycle or accept credit card payment
Don’t hold invoices/receipts at your department
Don’t alter invoices

10. Accounts Payable Scenarios
Accounts Payable Calendar
Invoices
Food Purchases
Consultant Services
Receipt Required PO Payments

11. Thank you Please call us if you have questions
Please comply with Accounts Payable deadlines