Accounts Payable and FY18 Invoice Deadlines and Procedures Overview

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Accounts Payable Presentation
AA/FM Round Up
8/12/2019
 
Invoice Procedures-Year End Deadlines
August/September-Calendars
FM Signature Authority Form
 
Accounts Payable Staff
 
Norma Reyna, Acct Group Manager
    
X4602
Maricarmen Ramirez, Acct Group Supervisor  
  
x4609
Pat Jackson, AP Accountant
    
x4695
Maria Christina Gonzalez, AP Accounting Specialist 
 
X4598
Samantha Balboa, AP Accounting Specialist
  
X4691
Bea Saldana, Accounting Assistant
 (A - D)
  
X4631
Bertha Arriaga, Accounting Assistant (E - L)
  
X4659
Areli Alvizo, Accounting Assistant (M - R)
   
X4611
Maria Martinez, Accounting Assistant (lodging)
  
X4649
Jeanette Villarreal, Accounting Assistant 
   
X4673
 
 (per diem, registration)
Marcos Naveja, Accounting Assistant (S – Z, # vendors)
 
X4642
Marcy Gonzalez, Record Technician
Daisy Granado, Record Technician
 
FY18 Invoice Reminders
 
There are a couple of weeks left in FY19 and
the Business Office would like to remind you
of the following:
Check cycles are scheduled to run every Thursday. The
last check cycle for fiscal year 2019 will be on Thursday
8/29/19.
Forward all invoices to AP for Processing (i.e. Wal-Mart
receipts, HEB receipts, Jason’s Deli, etc.)
If an invoice pertains to an open PO, note on the invoice
if it is a “Final” invoice.  This will close out PO balance.
Route original signatures/approvals to AP upon receipt
of the invoice or no later than 3 business days.
Call designated AP staff member if you have any
questions about pending invoices
 
FY 18 Invoice/Travel
Deadlines
 
 
Deadlines:
Fiscal Year End – 8/31/19
Friday 9/6/19 is the final date to submit paper
travel documents for travel taken 8/31/19 and
prior
Friday 9/6/19 is the final date to submit invoices
for services or goods delivered on 8/31/19 or
prior to Accounts Payable for payment
processing.
 
Accounts Payable/Travel Deadlines 
August 2019
 
 
Financial Manager Signature
Authority Form
 
An Alert Notice will be sent with the Departmental
Signature Authority form. Please submit the
completed form by the 8/30/2019 deadline to
Accounts Payable attention Samantha Balboa.
 
This form is for the new fiscal year – It should have
FY2020 in the title.
 
Please contact Samantha Balboa (X4691) if you
have questions.
 
Thank you
 
1.
Please remember that all items received, services
rendered and travel occurring on 8/31/19 or prior must be
processed for payment with FY2019 budget
2.
Any items received, services rendered and travel
occurring after 8/31/19 will be processed with FY2020
budget
3.
Please include PO# on any emails pertaining to payment
status requests
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Accounts Payable department details, staff members, invoice procedures, fiscal year 2018 invoice and travel deadlines, along with a reminder for submitting invoices and travel documents. Also includes information on financial manager signature authority form submission for the new fiscal year.


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  1. Accounts Payable Presentation AA/FM Round Up 8/12/2019 Invoice Procedures-Year End Deadlines August/September-Calendars FM Signature Authority Form

  2. Accounts Payable Staff Norma Reyna, Acct Group Manager Maricarmen Ramirez, Acct Group Supervisor Pat Jackson, AP Accountant Maria Christina Gonzalez, AP Accounting Specialist Samantha Balboa, AP Accounting Specialist Bea Saldana, Accounting Assistant (A - D) Bertha Arriaga, Accounting Assistant (E - L) Areli Alvizo, Accounting Assistant (M - R) Maria Martinez, Accounting Assistant (lodging) Jeanette Villarreal, Accounting Assistant (per diem, registration) Marcos Naveja, Accounting Assistant (S Z, # vendors) Marcy Gonzalez, Record Technician Daisy Granado, Record Technician Email: Accountspayable@southtexascollege.edu X4602 x4609 x4695 X4598 X4691 X4631 X4659 X4611 X4649 X4673 X4642

  3. FY18 Invoice Reminders There are a couple of weeks left in FY19 and the Business Office would like to remind you of the following: Check cycles are scheduled to run every Thursday. The last check cycle for fiscal year 2019 will be on Thursday 8/29/19. Forward all invoices to AP for Processing (i.e. Wal-Mart receipts, HEB receipts, Jason s Deli, etc.) If an invoice pertains to an open PO, note on the invoice if it is a Final invoice. This will close out PO balance. Route original signatures/approvals to AP upon receipt of the invoice or no later than 3 business days. Call designated AP staff member if you have any questions about pending invoices

  4. FY 18 Invoice/Travel Deadlines Deadlines: Fiscal Year End 8/31/19 Friday 9/6/19 is the final date to submit paper travel documents for travel taken 8/31/19 and prior Friday 9/6/19 is the final date to submit invoices for services or goods delivered on 8/31/19 or prior to Accounts Payable for payment processing.

  5. Accounts Payable/Travel Deadlines August 2019

  6. Financial Manager Signature Authority Form An Alert Notice will be sent with the Departmental Signature Authority form. Please submit the completed form by the 8/30/2019 deadline to Accounts Payable attention Samantha Balboa. This form is for the new fiscal year It should have FY2020 in the title. Please contact Samantha Balboa (X4691) if you have questions.

  7. Thank you 1. Please remember that all items received, services rendered and travel occurring on 8/31/19 or prior must be processed for payment with FY2019 budget 2. Any items received, services rendered and travel occurring after 8/31/19 will be processed with FY2020 budget 3. Please include PO# on any emails pertaining to payment status requests

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