Accounts Payable Presentation

1. Accounts Payable Presentation AP Check Cycle Calendar Financial Manager Signature Authorization Form

3. AP Check Cycle calendar FY07 • FYI • There are 5 weeks left for FY07, Please: • Forward all invoices to AP for processing • Note on the invoice if it is a “Final” invoice • Do not hold any invoices • Remember that Tuesdays are the deadlines for Thursday check processing • Route original signatures within 3 days. • Please call if you have any questions about invoices that are pending

4. A/P Department • Vendor invoice-Accounts Payable Department Breakdown • Maricarmen A/P Supervisor 872-4609 mramirez@southtexascollege.edu Ramirez • Bertha Arriaga A – F / Construction 872-4659 berthaa@southtexascollege.edu • Tony Garcia G - L 872-4631 aggarcia@southtexascollege.edu • Amy Lopez M – O 872-4666 adlopez@southtexascollege.edu • Sonia Cuellar R – Z 872-4623 scuell@southtexascollege.edu • Carlos Hernandez Travel 872-4656 jcarlosh@southtexascollege.edu • Marcos Garcia Travel Process 872-4611 mgarcia1@southtexascollege.edu • Cynthia A/P Contact / 872-4673 cdgarza@southtexascollege.edu Cantu-Garza Invoice Process

6. Departmental Signature Authority form BO-1800 • AP is sending out an Alert Notice as well as the Departmental Signature Authority Form to be received by August 20, 2007 • Please forward form to Cynthia Cantu Garza, Accounts Payable Accounting Assistant – Building N, Pecan Campus • This form is being used to re-establish each Financial Manager’s signature authority for Fiscal Year 2008 • AP, for internal control purposes, maintains original signatures on file for all Financial Managers and their Designated employees authorized to sign on documents. • This form is also needed to audit the Financial Manager’s signature and prevent any fraudulent signature approvals. (Important to note all types of signatures the FM will be using)

7. Departmental Signature Authority form BO-1800 (Cont) • Financial Manager should sign and complete this form for all organizations over which they preside • This form is also used when changes occur: • During the fiscal year a Financial Manager is assigned a new organization • During the fiscal year a change in Financial Manager occurs for an existing organization • During the fiscal year a change in Designated Employee occurs for an existing organization