South Texas College

1. South Texas College AA Roundup 4/25/2007 Accounts Payable Presentation Administrative Assistant’s Handbook

2. 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

3. How to Contact AP pg 2

5. 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

6. Gas Card Log – Car Rentals (BO-7200)

7. 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

8. Frequently Asked Questions – Invoices (see handout pg 6) • 1. When will check cut? • 3. What if I’m 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 don’t have enough budget to pay invoice? • 26. Can I hold invoices till FM has time to sign?

9. 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

10. 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?

11. 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

12. 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?

13. 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

14. 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?

15. 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 doesn’t receive their check? • Who does student contact to inquire about check status? • What if student needs replacement check?

17. 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?

18. 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

19. Notice of Non-Compliance w/Policies and/or Procedures (BO-6300)

20. Consultant Services Agreement-Services Rendered Form (BO-6610)

21. Request for Prepayment form (BO-1300)

22. Emergency “Hand Cut” Check Requests (BO-1200)

23. Gas Card Log – Car Rentals (BO-7200)

24. 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

25. FOIDOCH

26. FGIENCD

27. FGITRND

28. FGIBDST

29. FGIBAVL

30. FAIVNDH - Travel

31. FAIVNDH - Vendor