Accounts Payable Training Accounts Payable Updated 10/20/2010 by Kevin Glaspie

AP Staff Terri Thomas AP Manager Stephanie Kontour Kevin Glaspie

AP Mission Accounts Payable supports UNC's goals and missions by providing accurate and timely disbursement of payments to all University vendors and excellent customer service while insuring that we are in compliance with all UNC, Federal and State rules and regulations.

How to Pay $ DPOPOP-Card Check Request EIO’s AP Processes Check Requests DPO’s Purchase Orders Purchasing P-Cards Financial Services EIO’s

Check Requests Building and room rentals Cashier payments Doctors, hospital visits, and prescription drugs Employee moving expenses Individual reimbursements SSI’s and IC’s Licenses, taxes and fees Membership dues Refunds Registrations Subscriptions Travel- Pre paid airfare, deposits and lodging Items that should be paid with a Check Request:

Check requests: The form Necessary Items/Attachments: Date Department name Originator name and Phone number Authorized signature Bear number identification (W-9) Vendor and address Account number (FOAP) Amount Check stub Information Attach invoices and backup – Original unaltered invoices – Itemized receipts

Correct Check Request

Check Requests: Things to consider The authorized signature must come from someone approved in the Approval Queue An individual may not sign for their own reimbursement and the authorized signature must be a supervisor If the check needs to be picked up, mark the “Hold check for pick up” box Additional Info may be found on our website: o.htm

IC’s & SSI’s Independent Contracts (IC) and Standard Service Invoices (SSI) are used when agents of the University conduct business with independent contractors as individuals rather than companies. The definition of an Independent Contractor may be found on our website: htm

IC’s & SSI’s SSI’s – Services performed are less than $4999 – Time frame of services is less than 6 months – Payment is made in 1 lump sum after the completion of the service – Short Form IC’s – Services performed are b/w $ $24999 – Time frame may exceed 6 months – Payment may be made in multiple sums – Long form – Longer to process

IC’s & SSI’s: The Form The Long form and Short form may be found on the AP website under forms. Pay special attention to: – Vendor Disclosure Statement – PERA Information – Service Questionnaire

IC’s & SSI’s: Things to Consider Submit with a Check Request Form Services over $25000 are subject to the competitive pricing and bidding procedures Independent Contracts should only be used for services the University does not provide Anyone who has worked as an employee for the University in the same calendar year may not be paid with and IC. All Expenses (travel, food) must be included in service fee

DPO’s The DPO is the University’s small dollar purchase order and may be used to order materials or services that do not exceed $ Purchases for materials and services – Computers must be purchased from Bear Logic – Furniture must be purchased from CCI A waiver may be obtained in advance of purchase DPO purchases fall under the “State Contracted Price” and are tax exempt

DPO’s: The Form Originators Department and Contact Info Vendor Name& Address Receiving Information Authorized Signature Complete FOAPAL Item Description Item Price Invoice Number Final Total of DPO Necessary Items/ Attachments Original Invoices

Correct DPO

DPO’s: Things To Consider Only the yellow copy will be processed by AP The receiving information must be completed – If a company requires an enclosed check, write “check with order” in receiving information and sign. Multiple invoices may be paid with one DPO 3000 and 8000 funds may take longer to process The authorized signature must come from an approver listed in the Approval Queue Additional info may be found on our website:

Purchase Orders Purchase Orders should be used for purchases that exceed $ Process PO’s – Submit original Invoice with a stamp that includes: Authorized Signature Date Purchase Order Number

Invoices’s w/ Xtender Xtender is an alternate method used to submit invoices for PO’s to AP Xtender utilizes scanned images of the original document for processing Benefits – Faster Processing Time – Originals Stay in Department – Image Linked to Banner Information Xtender training may be provided separately or concurrent with AP training

P-card’s & EIO’s P-card – Try to use for memberships and registrations – If the company will accept a P-card and the purchase is an authorized P-card expense- USE IT! – Defer questions to Alta Herndon EIO’s – To be used for inter- departmental purchases – EIO’s have officially replaced TIO’s – EIO help sheets are located under the Banner tab in Ursa. – Defer questions to Financial Services

Official Function A meeting, conference, meal or other function which is hosted by a representative of the University, attended by guests and/or Univ. employees and held for official Univ. business purposes. A meeting, conference or other function which is hosted by the University, attended by customers of the Univ. and/or Univ. employees to enhance staff knowledge or to educate customers of the Univ. that are affected by Univ. operations and regulations.

Official Function Acceptable Functions – Hosting or welcoming a non-employee guest or visitor for the benefit of the University – Commencement ceremonies – Departmental retreats Occasional (not daily, weekly, monthly) In order to conduct Univ. business and the SPECIFIC business is stated on Official Function Form – Events designed to generate alumni, legislative support, donors and community support for Univ. programs – Award ceremonies that acknowledge employee achievements

Official Function Unacceptable Functions – Meals or receptions where the primary purpose is for University personnel to gather for social or personal purposes – Gifts and gatherings recognizing occasions of personal importance to employees and non-employees not related to Univ. business Birthdays Weddings Personal or Family Illness Retirement Gifts

Official Function: The Form Necessary Items Date of Function UNC Host’s Name/ Phone Number Function Information – Purpose – Location – Est. Expenses – Number of Guests Names of Persons Attending FOAPAL and Authorized FOAPAL Signature Official Function Authorized Signature – In most cases it is not the same person that is authorized on the FOAPAL

Correct Official Function Form

Official Function: Things to Consider Official Function Form should be attached to a Check Request or DPO The purpose of the official function should be specific Attendance and Expenses of official functions should be kept to a minimum Only invite individuals that directly relate to the purpose of the function Detailed regulations and approval levels may be found on the AP website

Always the Rule, Never an Exception Always use the most current forms provided by AP All reimbursements and DPO’s for food purchases related to an Official Function must be submitted with a completed Official function form signed and dated PRIOR to the purchase. All 3000 or funds take longer to process Double check your paper work, it saves everybody time and expedites check processing. We are always a phone call, , or office visit away from answering question and helping to do things correctly.

Questions