1. Accounts Payable
FD-201
November 6, 2014

2. Getting Started Approved systems for generating BPAs are:
APEX
Benefits – vendor info interfaces with Banner
Catbooks/Agbooks
Benefits – comprehensive system, does more than just BPAs
Handwritten Excel
To learn more about APEX contact Christina x3653
To learn more about Catbooks contact

3. Putting a BPA together Like a book Two staples at top border
Loose or small receipts, taped to 8.5”x11” sheet of paper
Do not print on recycled paper (paper with print already on it)
No two-sided printing
Why?
To help us from having to flip pages back and forth and around and around; to help with filing; to avoid confusion; to make document imaging easier.

4. What info should I include on my BPA?
Your contact information – Name, , office phone number
Vendor name and address – make sure what prints on your BPA is accurate!
Vendor address should match “remit to” address on invoice. CatBooks users - make sure you’re checking and updating CatBooks vendor information
If the payment is being sent to an MSU department, include the PO Box. Room and buildings are not recognized as mailing addresses by the Post Office
Remit Info – this is for the vendor & prints on the check stub/remit summary:
Department Name
Account number – from the vendor
Invoice number
Invoice date
Invoice Amount
Additional Info – this is for you:
DPO number, contracted services detail, other information that is important to the department’s records, but not necessarily the vendor
Authorized Signature – we can’t pay from an unsigned BPA
Please remember that checks are cut from the State of Montana in Helena. The State does not forward checks.

5. What info should I include with my BPA?
Invoices
Other relevant forms
These things are not invoices:
Work Orders
Statements
Quotes
Missing Receipt Forms
(Missing receipt forms are ONLY okay with Pcard reports and even then we don’t love them )
Travel forms
Purchasing forms
Hospitality Approval forms
W-9s
Most recent version from the IRS is dated August 2013.
The form is available on our website at
If you have a W-9 saved out to your desktop, please make sure it is the most recent version

6. What info should I include with my BPA?
Please provide enough information so that we can process your payments promptly. Examples:
All hospitality, regardless of cost, needs an explanation of the business purpose and attendees
Non-employee travel expense reimbursements
Variances between invoice and BPA totals

7. Checking Vendor Information
Banner FTMVEND

8. Checking Vendor Information
Banner FTMVEND

9. Checking Vendor Information
Banner FTMVEND

10. Checking Vendor Information
Banner FTMVEND

11. Has my payment been processed?
Banner FAIVNDH

12. Other Important AP Information
Foreign Wire Transfers
Wire Transfer form:
Attach this form to all BPA paperwork
List currency as it is listed on invoice. If invoice is in Euros, BPA should have Euro amount
Special instructions should include: remit info for vendor, account number, invoice number – to help vendor apply payment correctly
If wiring US Dollars, please include separate line on BPA with index and account for $20 processing fee

13. Other Important AP Information
Gift Cards (UBS is developing policy)
Risky; no different than cash
Must be tracked (do not purchase gift cards for prize baskets that are not trackable; i.e. Welcome Back picnic)
Must be stored in a secure location
Only purchase the amount immediately needed
Backup documentation for BPA/Pcard reports
Treat like an advance
Business purpose for gift cards (research study, prize, etc.)
List of recipients, including their signature/initials acknowledging receipt of card
Identify recipients who are MSU employees

14. Other Important AP Information
Paying employees for services, participant support, awards, etc.
The IRS ‘red-flags’ taxpayers receiving both a W-2 and 1099 from the same place (MSU)
Most payments to employees, other than reimbursements, will be processed through Payroll
AP will contact the department if their BPA is forwarded to Payroll for processing
Note that Payroll will alter your expense account code to a payroll expense account code (61127, 61124, etc.)
Tax and benefit expenses for payments processed through Payroll will follow normal payroll logic

15. P-cards P-card application form 0 + Entire GID number
Please remember to complete ALL fields on the form and DO NOT modify
We need to know:
0 + Entire GID number
Entire PO Box address
Phone number with area code
(for US Bank to contact in case of fraud)
Org number

16. P-cards – things to remember
Review all your indexes for activity in 62886
process corrections promptly
Fraudulent charges – leave in 62886, credit will post here
Add consistent, meaningful descriptions
Example: NACUBO-M Smith Dallas TX Sept 2014
For out of state/country travel – traveler should notify US Bank
Travel justifications
Include one copy behind report page for each traveler/trip, we don’t need a copy with each receipt. Save a tree.

17. P-cards – things to remember
For suspected fraud
Cardholder (not departmental accountant) should call US Bank directly to verify charges
Departmental accountant should make sure Cardholder knows:
PO Box
Phone number
Per purchase spending limit
Last 4 digits of GID (in place of SSN)
These are questions US Bank will ask as security questions

18. P-cards – things to remember
Card Expiration Dates
If card expires Nov 2014, it is valid through Nov 30, 2014
Replacement cards will be sent to UBS during the first week of the month
UBS will contact cardholder when new card is ready for pickup
Replacement cards are available at the Cashiers Window on the first floor of MT Hall – with valid ID

19. Bonus – Costco!!
Use Costco Purchase Order (CPO) process for all charges
larger than $75
CPO should be signed by Departmental accountant prior to visit to Costco
Receipts must be turned into UBS within 24 hours of purchase
(with Hospitality Approval if needed)
Please use appropriate account codes
Not everything goes to 62290
Remember batteries are considered e-waste and should be coded to 62245
Beverages (when not specifically for an event/meeting) should be coded to 62278

20. Questions & Comments