Accounts Payable Training

1
Accounts Payable Training

• Voucher Prep Forms
• Request to Purchase

2
Request to Purchase

• Food Purchases
• Alcoholic Beverage Purchase
• Registration Fees
• Award Items
• Clothing
• Memberships
• Flowers, Floral Arrangements, and Plants

3
Food Purchases

• Request to Purchase (RTP) is required on all food
  purchases
• Must have an alcohol statement
• Reimbursement for business lunches
• Maximum reimbursement for a gratuity is 20

4
Alcoholic Beverage Purchase

• The President must approve all purchases of
  alcohol.
• Can not use state funds to purchase
• Business meal receipts, which contain alcohol,
  must show dollar amount of alcohol purchased.
• It must be broken out for coding purposes.

5
Registration Fees

• Advanced payment of fee
• 6 weeks in advance only
• The following items must be included with the RTP
• Invoice
• Travel Request

6
Award Items

• All award items must have an RTP
• No more than 50.00 per item when using state
  funds.
• Local funds may be used to grant employee service
  awards.
• All cash awards must go through payroll and are
  subject to taxes. (including gift cards)
• Requires the following information
• Who received award
• Why
• When
• What award is it

7
Clothing Purchases

• All clothing purchases require an RTP
• This needs to explain who will be receiving the
  clothing
• What it will be used for
• Why the clothing is being purchased
• This is considered a personal item and must be
  explained for auditing purposes.

8
Memberships

• All memberships must be approved by the President
• Even if it is a renewal
• Must be under the name Tarleton State
  University not an individual.
• Some memberships are required for an individual
  to perform his or her specific job.
• Benefit Statement and Beginning and Ending date
  must be included on the request.
• 6 weeks in advance
• Please route through Presidents office T-0001
  

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Flowers, Floral Arrangements, and Plants

• Can not use state funds for these purchases
• May use local funds for purchase of floral
  arrangements for a common office space (waiting
  room) and landscaping plants
• Presidents office will send flowers from the
  University in case of illness or death.
• Please contact Jeanie McEndree in the Presidents
  office at 9921.

10
Voucher Prep Training
11
Basic Voucher Prep Form Information

• Must be attached to each invoice submitted for
  payment
• All information is important on the voucher prep
  form
• Payments will be made using the information
  provided by each department on the voucher prep
  form.
• Please completely fill out each voucher prep form
• Left side of form is for the department to fill
  out, and the right side is for payment
  processing.

12
Basic Voucher Prep Form Information

• Department is responsible for the following
  information.
• Account
• Purchase Order
• Date invoice received
• Date goods/services received
• Amount approved to pay
• Comments

13
Vendor Information

• Before you purchase anything from a vendor you
  must make sure they are set-up in FAMIS and not
  on state hold.
• If the vendor is not set-up in FAMIS you will
  need the following information
• Vendor name
• Vendor address
• Vendor phone and fax numbers
• Vendor Federal Employer Identification Number
• Also referred to as the Tax ID or FEIN
• Is the vendor a sole proprietor, partnership, or
  corporation?

14
Vendor Information W-9

• Effective June 15, 2006
• Before you purchase anything from a vendor you
  must first check FAMIS and make sure there is a
  W-9 on file.
• Check screen 103 in FAMIS
• Payments will not be made to a vendor without
  this information on file.
• Please see the Business Services Web site for a
  printable copy of the W-9 form.

15
Vendor Information

• Sole Proprietor you will need the persons name
  and SS (ID Number)
• Partnership you must get the owners names and
  SS (ID numbers)
• Corporation
• Out of State just their tax id number is needed
• Texas Corp they will need to provide their
  Charter Number

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Vendor Information

• If you have any questions about any of the
  information you need to get about a vendor,
  please do not hesitate to call me at 9606.
• Once you receive all of this information please
  email this to Darlene Barton at
  barton_at_tarleton.edu or 9609
• Darlene will let you know if the vendor is
  approved to purchase from.
• If this procedure is not followed your payment
  could be delayed.

17
Advanced Payments

• Subscriptions (6 weeks)
• Rental Fees (6 weeks)
• Maintenance Agreements (6 weeks)
• Rent (14 days)
• If payment is required by the vendor before the
  item will be delivered.
• Cost Savings involved

18
Items that require a PO

• Advertising
• Computer purchases must be approved through IR.
• Items that can not be purchased on a procurement
  card. (items over 2000)
• Only options for normal purchase
• Get a PO issued before the purchase
• Use your procurement card to make the purchase
• Per Beth Chandler, Dir. Of Purchasing as of 10/03

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Invoice Requirements

• Remit to address
• Charged to TSU
• PO referenced
• Valid description of purchase
• Correct prices
• Check to make sure there is NO tax charged
• Does the invoice match what is in FAMIS?

20
Invoices

• If the invoice is correct then attach a completed
  voucher prep form and send to Business Services
  T-0120
• If the invoice is not correct then contact the
  vendor to make changes.
• Credits
• New invoice

21
Dates

• Prompt Payment Law
• Must pay invoice within 30 days of
• The day you receive the goods or service
• The day you received a correct invoice
• Do not send invoices to us for payment if there
  is a dispute with the vendor.

22
Partial Payments

• Several invoice for 1 order
• Invoice should be paid if all items are received
  on that invoice
• Do not hold the completed invoices until the
  whole order is completed
• Holding these could cause interest to build

23
Multiple Deliveries on One Invoice

• Do not send invoice for payment until all items
  or service is received in proper working
  condition.
• This is if the vendor is shipping your order in
  several shipments.

24
Discounts

• We should take advantage of these discounts that
  vendors offer.
• Examples
• 2/10 (2 discount if paid within 10 days)
• 2 by 10th (2 discount if paid by the 10th of
  the next month)
• Cash discount
• These can be found in the terms section of an
  invoice.

25
Phone Numbers for Accounts Payable

• Joyce Goodman 9928
• Accounts Payable Supervisor
• Procurement Card
• Cheryl Coffey 9436
• Departmental Transfers
• Transmontaigne Fuel Bills
• Fed-Ex Bills
• Debby Payne
• Postage Charges

• Christi Pfau 9606
• Invoices
• Voucher questions
• General accounts payable questions
• Leah Bartelt 9434
• Travel
• Darlene Barton 9609
• Vendor information
• Vendor set-up
• Copier bills
• Utility bills