February, 2011 - Texas State...
Transcript of February, 2011 - Texas State...
Accounts Payable Office
BOBCATbuyersFebruary, 2011
What makes a good NPO?
What is a NPO?�NPO (Non-Purchase Order)�Payment Request Form�AP-1 Form
When to USE an NPO
�Employee reimbursements�Emergency purchases�Non-contract items under
$5,000
When NOT to use a NPO�Services
– Services should never be paid by an employee
– Rental cars– Rental cars– Drinking water service
vendors– Contracted Services
Purchase Voucher FS-03 Form
When NOT to use a NPO�Monthly or frequent
purchases�Controlled or capitalized
assetsassets�Travel reimbursements�Purchases $5,000 and
over– Do not split purchases
�HEAF Purchases
Vendor Number Required
�Search in ZMK03�Employee vendor numbers: 300000s�Use primary number, not remit-to numbers
(600000s)�Students with direct deposit: 8000000s
Vendor 700001
�Reimbursements to non-employees�One-time refunds to non-employees�NOT for companies�Requires mailing address
Complete all necessary information
�Field 8 Purpose of Payment/Business �Field 8 Purpose of Payment/Business Reason
�Field 9 Food/Refreshment/Award Justification and List of Names
Itemized Receipts Required
�Be sure to obtain and keep your receipt.
�Credit card receipt is not an itemized receipt.not an itemized receipt.
�Please do not place adhesive tape or highlight over the print on the receipts.
Signature Requirements
�Account Manager�Employee Reimbursements: Payee cannot �Employee Reimbursements: Payee cannot
be the approver, next supervisory level�Grants: Office of Sponsored Programs
Invoices with Purchase Orders
�Invoices mailed to P.O. Box 747�Invoice requires Goods Receipt
– Materials Management will process if goods received in the warehouse
– Deliveries to the department require Goods – Deliveries to the department require Goods Received Notification Form
• Hand Receipts require GR Notification Form
Invoices with Purchase Orders
�Invoices mailed to P.O. Box 747�Invoice/PO for Services
– Requires account manager approval– Confirms services were completed
satisfactorilysatisfactorily
�Provide date services were completed
Invoices with Purchase Orders
�Invoices mailed to P.O. Box 747�Invoice requires Goods Receipt and
includes Services– Requires account manager approval– Requires Goods Receipt Notification Form– Requires Goods Receipt Notification Form
�Provide date services were completed
PO Tolerances
�Tolerance is 10% not to exceed $200�Within tolerance, invoice is processed.�Exceeds tolerance, invoice requires:
– Account manager approval, and– Funding confirmation.
Invoice Entry
�Invoices with PO are entered into SAP.�Invoices requiring a Goods Receipt or
Service Approval are placed on hold.– Appears in Budget-to-Actual as an expense– Will not pay until the hold is removed– Will not pay until the hold is removed
Freight & Shipping
�Terms on Texas State PO– FOB Destination Freight Prepaid : The
seller pays and bears the freight charges.
�Add a line for freight if the accepted quote or bid states differentlyor bid states differently
Freight & Shipping
�What if there is no freight line on PO?– Freight less than $25 paid against
approved funding– Freight equal to or greater than $25
requires account manager approvalrequires account manager approval
Freight & Shipping
�What if there is a freight line on PO?– Freight tolerance is $25– Additional freight equal to or greater than
$25 requires account manager approval
�Invoices are still needed.– Exceptions: E-invoicing Vendors
• VWR• GovConnection• Fisher Scientific• BioRad• BioRad• SHI• McKesson Medical• CDW• Cuevas• LTH• Summus/Staples• Lone Star/Office Max
Reminder: Exceptions apply to BOBCATALOG purchases only.
�Good Receipts are still needed.– Exceptions: Office supply purchases
• Summus/Staples• Lone Star/Office Max
Reminder: Exceptions apply to BOBCATALOG purchases only.
Recurring Payments
�New process for payments that are consistent for the fiscal year– Lease payments– Storage rentals– Storage rentals– Service Agreements
�Criteria– Same dollar amount paid each time– Consistent payment schedule (i.e. monthly)– Paid from same funding source(s) each time
Payment Scheduling� Needed to ensure…
– Timely payments– Better cash management
� So, when is an invoice due?– Texas State purchase order payment terms– Texas State purchase order payment terms– Prompt Payment Act: 30th calendar day
following the latter of the invoice received date or the service date
How can you help?
�Dates stamp all invoices received
�Process Goods Receipt Notifications
�Approve invoices requiring signature approvals
[email protected] 564 · 245-2777
� Sergio Rey, sr10� Linda Clark, lc35� Emma Clement, ec28� Vacant� Vacant
– Payment Requests, Utility Vendors, Petty Cash
� Cynthia Emery, ce24– Vendors O through Z
� Bertha Hernandez, bp03– Vendors A through F, Construction vendors
� Schirleen Weller, sw42– Vendors G through N