Accounts Payable Metrics…Metrics…Metrics So what are we measuring? – Vendor requests – add/updates Domestic Foreign – Payments (Timeliness and Volume) Vendors Expense Reports Cash Advances Note: These categories represent a portion of the overall functions of AP

Volume of Documents Received January 2011 – March 2011

So what’s the hold up? Delay in receipt of the invoice by AP Examples of invoices with a Purchase Order (Time frame of Greater Than 45 days) January 2011 approximately 160 invoices of 505 took on average 100 days to arrive in AP. February 2011 approximately 193 of 543 invoices took on average 94 days to arrive in AP. March 2011 approximately 159 or 551 invoices took on average 202 days to arrive in AP. Delayed response from department to Controller Inquiry Problem with funding source Vendor not on file – W- 9 – Address update

How can we improve our statistics and keep our vendors happy? We need your help! If you have invoices please, please, please send them to the Controller’s Office. Departments instruct vendors to send the invoice directly to the Controller’s office. We can’t make our goals if we don’t have the invoice with the correct information.

We need your help! Check your vendor – Are they on file? – Are they an active Vendor? Does your purchase require a PO? – Is there enough funding in the PO? Is the purchase a Direct Payment (DV)? – Is the DV completed correctly and accurately? Funding source, account codes, signatures? Were you contacted by an AP staff person? – Respond to the inquiry

Last Word Need assistance? Just call!