Business Office

AA Round Up

Wednesday February 28, 2007

Topics of Discussion

A/P Check Cycle Calendar Invoice Discussion A/P Processes Business Office Forms Banner Forms

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APPROVED DOCUMENTATION (INVOICE, COPY OF TRAVEL FORMS) DEADLINE - TUESDAYS AT 12:00 P.M.

LEGEND:

ACCOUNTS PAYABLE CHECK CYCLE

HOLIDAY/COLLEGE CLOSED

ACCOUNTS PAYABLE CYCLES CALENDARFISCAL YEAR 2006-2007

AUGUST 2007JUNE 2007 JULY 2007

APRIL 2007

SEPTEMBER 2006 OCTOBER 2006 NOVEMBER 2006 DECEMBER 2006

MAY 2007

JANUARY 2007 FEBRUARY 2007 MARCH 2007

A/P Processes (cont.)

Vendor invoice-Accounts Payable Department Breakdown

Maricarmen A/P Supervisor 872-4609 mramirez@southtexascollege.eduRamirez

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.eduCantu-Garza Invoice Process

Invoice Discussion

All original invoices should be mailed from Vendor to Accounts Payable Department.

If vendor sends an invoice to the department or the department picks up items at vendor’s business and receives an invoice at that time, all original invoices must be sent to A/P within 3 working days.

If we request signatures, please send original signatures to A/P within 3 working days. Temporary Services time cards

A/P Processes

Since purchase orders required by STC, make sure:Employee has correct purchase order

number for items to be picked up at vendor’s business

A/P Processes (Cont)

If invoices are received that do not match purchase order, delays payment, sometimes caused by:Changes or substitutions on purchase

orders which are not allowed unless authorized by Purchasing

Vendor deliveries to departments-these need to be addressed with Purchasing

Business Office A/P Forms

Notice of Non Compliance with Policies & Procedures (BO-6300) 4 copies

• 1 to dept, 2 stay in Business office, 1 to Mrs. Pena• Some examples:

• Department holding original invoices more than 3 days after receipt

• Department not turning in original signatures within 3 working days of fax request

• Emergency Hand Cut check Requests• Any check requested outside of normal A/P check

cycle

Business Office A/P Forms (Cont)

Consultant Services Agreement Services Rendered form (BO-6610)If consultant does not provide invoice,

need this form signed by consultant before releasing check

Will hold checks only 3 days in our office

Business Office A/P Forms (cont)

Prepayment requests (BO-1300)Purchase Order needed within 3

working days• If not received – paperwork will be

returned to the department

What is a pre-payment?• Any check requested prior to services

rendered, or items received

Business Office A/P Forms (Cont) Emergency “Hand Cut” Check requests

(BO-1200) What is an Emergency “Hand Cut” Check?

• Any check requested that will not be processed in the normal A/P Check cycle

When will the check be ready?• If request received at Accounts Payable

Department by 12 noon, check ready by 4PM. When Hand Delivering or sending by inter-campus mail, please address to Marcos Garcia or Cynthia Cantu Garza in A/P department

• If request received at A/P after 12 noon, check ready next morning by 10AM

Most Frequently used Banner Forms

FOIDOCH – Document History

FGIENCD – Detail Encumbrance Activity

FGITRND – Detail Transaction Activity

FGIBDST – Organization Budget Status

FGIBAVL – Budget Availability Status

FOIDOCH – Document History-Check for PO#,

Ck#

1. Enter Document type. (PO, Req.)2. Enter Document #3. Tab & Next Block

Options – Invoice/Req/

PO Info

A/P Process (Cont)

FGIENCDSee Packet handed outCan be used to:

• Check balance on purchase orders• See what has been paid on PO• Verify if purchase order needs to be

closed

(does not show invoices pending signatures or pending receiving)

FGIENCD – Detail Encumbrance Activity – Check PO Balances

1. Enter PO #

2. Next Block

FGITRND – Detail of Organization

1. Enter any of the fund, organization, and/or account to check detail on FOAPAL.

2. Next Block.3. F8 to view info.

FGIBDST – Summarized transactions

1. Type organization and account.

2. Next Block

FGIBAVL – Budget Available

Need all FOAPAL.Next Block

AA Round up

The End of 1st South Texas College Administrative Assistant Round Up!

Thank you for coming!