Guidelines for Financial Transactions and Invoices
Obtain essential information about financial transactions, invoice submission deadlines, accounting principles, and vendor payments to ensure compliance with guidelines. Stay informed about the PO requirements and the handling of prepaid expenses.
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STAFF and PHONE NUMBERS Pam Giblet 450-3182 Project Coordinator AP Josyphine Chen 450-3245 Fiscal Support Analyst Vendors A-C Alyssa Pfaffenberger 450-5025 Fiscal Support Analyst Vendors D-M Alex Brown 450-5023 Fiscal Support Analyst Vendors N-Z Invoices and other AP correspondence to apstaff@uca.edu
Under GAAP (Generally Accepted Accounting Principles) expenses must be recorded in the period in which they are incurred.
Last check run in June June 28, 2022 Invoices to apstaff@uca.edu by 4:30 pm June 24
Last check run of the fiscal year July 8, 2022. Item must be physically received on or before June 30 The receiving transaction date should be June 30, 2022 or before The invoice should be dated June 30, 2022 or before Submit invoices to apstaff@uca.edu by 4:30 on July 5 if at all possible
The date must be manually changed to June 30, 2022 if receiving is completed in July.
This includes computers received in IT by June 30.
Prepaid Expense FAQs on the Accounts Payable Website https://uca.edu/financialaccounting/faq/
Accounts Payable makes twelve payments per year on vendors that invoice monthly. Example: Rock-Doc and AT&T Mobility
AT&T Mobility If service is not canceled by May 21, you must have a PO in the next fiscal year.
An open PO report will be sent upon request and should be reviewed for the following: Items or services that have been received and not paid Email AP so we can request an invoice. Items or services that will not be received. Complete POCO to close PO on or before June 3 Items or services that will be received after June 30. Email AP to request the PO be rolled over to FY23.
Rolling POs Must notify Accounts Payable by email if you want a PO to roll Normally when a PO is rolled the budget does NOT roll with it Most standing POs do not roll
