South Texas College

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South Texas College

• AA Roundup 4/25/2007
• Accounts Payable Presentation
• Administrative Assistants Handbook

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Table of Contents

• How to Contact AP Department
• AP Check Cycle Calendar FY06-07
• Exxon Card Issuance Procedures
• Accounts Payable Process
• Invoice Process/FAQs
• Pre Payment process/FAQs
• Emergency Hand Cut Check Process/FAQs
• Consultant Payment Process/FAQs
• Student Check Process/FAQs
• Travel Process/FAQs
• Business Office Forms
• Banner Forms

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How to Contact AP pg 2
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(No Transcript)
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II. Exxon Card Issuance pg 3

• Exxon credit card used to purchase fuel for STC
  business related activities only
• There is gas card log for car rentals (BO-7200)
  that must be filled out and returned with the
  card and original receipts

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Gas Card Log Car Rentals (BO-7200)
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III. A/P Process pg 4 5a. Invoice process

• Vendors should mail all invoices to Business
  Office
• Departments must send all original invoices to
  business office
• Invoice Process (detail in booklet)
• A/P receives invoice
• Keys invoice/routes to AP Accounting Assistant
• AP accounting assistant verifies PO, keys invoice
  or researches if needed
• Check cycles mostly on Thursdays (see calendar)
• Checks mailed, forwarded for further signatures
  if needed, or held for Board approval, if needed

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Frequently Asked Questions Invoices (see
handout pg 6)

• 1. When will check cut?
• 3. What if Im not ready for invoice to be paid?
• 4. Where do I find PO
• 5. Where do I find detail info about my
  organization
• 6. Where can I find if invoice paid?
• 8. Where do I find balance of PO?
• 17. Why are some invoices not paid right away?
• 18. What if we are late sending invoices to A/P?
• 19. What if I dont have enough budget to pay
  invoice?
• 26. Can I hold invoices till FM has time to sign?

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III. A/P Process pg 8c. Pre-payment process

• Pre-payment form (BO-1300)
• Provide AP with requisition or purchase order
  number
• Send original pre-payment form to AP with
  original backup
• Send copies of backup to purchasing
• AP will return pre-payment forms that do not have
  purchase order numbers assigned 2 weeks after
  receipt of form

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Frequently asked questions about Pre-payment
process pg 8

• What is considered a prepayment vendor?
• Where do I find prepayment form?
• Who do I send prepayment form to?
• What happens if check needs to be cut before
  regular A/P check cycle?
• What does the word justification mean on the
  pre-payment form?

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III A/P Process pg 9d. Emergency Hand Cut
Check process (BO-1200)

• Emergency Hand Cut Check Request Form (BO-1200)
• Approved by Business Office Comptroller
• Paperwork received and approved by 12Noon
  processed by 4PM
• Paperwork received and approved after 12Noon
  processed by 10AM following business day
• Notice of Non-Compliance form (BO-6300) sent to
  department

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Frequently Asked Questions about Emergency Hand
Cut check process Pg 9

• What is considered an Emergency Hand cut Check?
• Where can I find this form?
• Why do we receive a Notice of Non-Compliance?
• Can we get an Emergency Hand cut check the same
  day as the request?

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III A/P Process (pg 10)e. Consultant Payment
Process (BO-6610)

• Consultants paid after services rendered, checks
  mailed
• Must have invoice from consultant or Consultant
  Services Agreement- Services Rendered form
  (BO-6610) for payment to be released
• Setting up procedures for International
  Consultants, taken case by case right now

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Frequently asked questions about Consultant
payment process pg 10

• What form do we fill out if consultant does not
  give us an invoice?
• What if consultant wants to be paid prior to date
  of service?
• What if consultant wants payment prior to date of
  service and we cannot wait until next AP check
  cycle?
• Where can we find the Consultant
  agreement-services rendered form?

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IV. Student Process/FAQs pg 11

• Student checks processed by check cycle dates set
  by Cashiers
• FAQs
• How do students get their checks?
• What happens if student doesnt receive their
  check?
• Who does student contact to inquire about check
  status?
• What if student needs replacement check?

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(No Transcript)
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V. Travel Process/FAQs pg 12

• Travel procedures (how to fill out forms) and
  travel forms are on STC Business office/Travel
  website
• FAQs
• When is check ready?
• Why does it take so long to reimburse?
• When do I need to fill out Travel Authorization
  form?
• Why do I need to fill out a Travel Authorization
  form?
• Where can I pick up my check?
• Where do I get out of state per diem rates?
• What is state mileage rate?

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VI. Business Office Forms (see AP AA Handbook)

• Notice of Non-Compliance with Policies and/or
  Procedures (BO-6300) pg 14 15
• Consultant Services Agreement Services Rendered
  Form (BO-6610) pg 16 17
• Request for Prepayment form (BO-1300) pg 18 19
• Emergency Hand Cut Check Requests (BO-1200) pg
  20 21
• Gas Card Log Car Rental (BO-7200) pg 22

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Notice of Non-Compliance w/Policies and/or
Procedures (BO-6300)
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Consultant Services Agreement-Services Rendered
Form (BO-6610)
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Request for Prepayment form (BO-1300)
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Emergency Hand Cut Check Requests (BO-1200)
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Gas Card Log Car Rentals (BO-7200)
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VII. Banner Forms(See AP AA Handbook)

• FOIDOCH pg 24
• FGIENCD pg 25
• FGITRND pg 26
• FGIBDST pg 27
• FGIBAVL pg 28
• FAIVNDH pg 29

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FOIDOCH
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FGIENCD
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FGITRND
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FGIBDST
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FGIBAVL
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FAIVNDH - Travel
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FAIVNDH - Vendor