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ACCOUNTING
Accounts Payable
Accounts Receivable
Associated Students
Auxiliary Operations
Payroll
Property Management
Tax Credits
BUDGET
Adopted Budget
Annual Financial Report
Latest Revised Budget
PURCHASING
FAQ's
Forms
Links
Policy & Procedure
Procurement Manual
Purch & Contract Admin
Rcvng & Prop Control
Vendors
WAREHOUSE
Distribution
Forms
Order Procedure
Receiving Procedure
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~ Business Services ~
ACCOUNTS PAYABLE
We are required to pay invoices within THIRTY DAYS (30)
from receipt of goods or service. It is also a commonly accepted
business practice from most vendors we deal with. Late charges are
usually added to billing after thirty days.
To process payment within 30 days, we need the cooperation of everyone
involved.
 | a. Necessary Elements ~ The following must be
completed immediately after receipt of goods to allow prompt payment:
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| authorized/signed purchase order |
| signed receiving copy of purchase order from our Warehouse |
| receiving date |
| signed invoice with date of receipt of goods and purchase
order number must be submitted if goods received at site
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| b. Prior Processing ~ If payment must be
processed before an event such as a festival or concert, the fully processed
purchase order must be submitted to Accounts Payable, along with the
invoice, three weeks prior to the event date.
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| c. Professional Services ~ When individuals
provide professional services such as consulting, training, or other
services, an authorized purchase order must be in place before services
begin. Approved for payment invoice(s) must be submitted stating that
work completion/date.
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| d. Travel Reimbursements ~ Must be
signed by the administrator/department head authorizing the travel.
Send the completed TRAVEL EXPENSE CLAIM form to Human Resources with all
receipts or copy of canceled check.
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| e. Administrative Physicals ~ The EXPLANATION
OF BENEFITS (from insurance company) and doctor's bill must be submitted to
Accounts Payable. |
GO TO PURCHASING
revised 10-25-06
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