Accounts Payable Frequently Asked Questions
Q: If I sent in five requests for payments or invoices on the same day, why were they not processed at the same time?
Requests for payments are reviewed and processed based upon payment due dates which will vary with each request. Delays may be caused by the need for additional or corrected information for certain requests.
Q: Why is address a required field on the check request?
Multiple addresses are stored in the Banner system. We need to have the address so that the payment is sent to the correct place.
Q: Why is a New Vendor form required for every new vendor?
The IRS Rules require that we file a Form 1099-Misc Statement for some recipients of miscellaneous income. The New Vendor form helps us determine if a 1099-Misc from needs to be sent to the vendor at year end.
Q: How long does it take to process a check request?
During peak periods it can take up to 7 to 10 business days to process the request.
Q: How do I get a rush check?
Please call Dotti Koulalis to request a rush check. If the request is for a new vendor we must have the New Vendor form before we cut the check. This could add a day to the process. Please see Rush Check policy for more details.
Q: Why do we need to submit an itemized receipt for meals along with the credit card receipt?
The itemized receipt will list beverages. Alcohol charges must be identified and
coded to a/c 7848.
Q: How do I get reimbursed for out-of-pocket expenses?
The Check Request must have original receipts, a complete FOAPAL, and an authorized signature. For all reimbursements, submit a completed Check Request filling in all the necessary information (the form on-line indicates this information in RED), attached original receipts, complete the FOAPAL to be charged and approved by an authorized signer.
Q: Why is it necessary to submit original receipts?
Original receipts are necessary to avoid double payment.
Q: Is a New Vendor form needed for every entity that is not on the system?
Even when we are paying the vendor only one time, it is necessary to have their documentation in our vendor file. When the College Pro-Card is used a new vendor form is NOT needed.
Q: How do I know if a vendor is on the system?
The BANNER form you want to check is FAIVNDH. Search in the vendor ID for the entity. Remember businesses use the entire name in the space for the last name. Individuals are searched with last, first and middle names. The Budget Office Web page has instruction on how to search a vendor.
Q: How do I get reimbursed for Conferences I attended and paid admission?
Complete a Check Request Form filling in all the necessary information (the on-line form indicates this in RED) attached original receipts, complete the FOAPAL (accounting codes) to be charged and approved by an authorized signer.
Q: How do I get reimbursed for Airline tickets I purchased?
If you want to be reimbursed for airfare before the trip you will need to complete a Request for Advance Form attached original receipts, complete the FOAPAL (accounting codes) to be charged and approved by an authorized signer. You will also need to sign the form indicating that you will complete and submit a Travel Expense form within 60 Days of the completed trip.
Q: Can I use a Check Request along with an Invoice?
This is not necessary. All you need to do is put your FOAPAL (accounting codes) on the invoice and get an authorized signer to approve the expenditure.
Q: How do I handle Vendor Credits?
A credit memo is handled as an Invoice. All you need to do is put your FOAPAL on the credit memo and get an authorized signer to approve the expenditure.
Q: Why is it necessary to complete the Authorized Signature every year when there are no changes in the department?
The College must have proper internal controls over financial transactions. Annual updates of authorized signers are an excellent form of internal control.
Q: Why is a separate Authorized Signature form necessary for each of my Orgs/Funds/Grants?
Individual forms are necessary because the organization and processing of this form is sorted by org number.
Q: Who is the Primary Authorized Official on the Authorized Signature form?
The Primary Authorized Official is considered by the Budget Office to be the financial manager ultimately responsible for ensuring that all financial transactions do not exceed the authorized budget.