Employee and Fiscal Services - Accounts Payable

Accounts Payable - General Information

Invoice Batch Processing

• 2024/2025 Check Run Calendar

Instructions

• W8
• W9
• AP Invoice Processing
• How to Send PDF Files for Weekly Batches
• Tax Exemption Forms
• Vendor Inquiry

Out of Pocket Expense Forms

• Out of Pocket Expense Memo
• Board Policies -
  • 4440 Bylaws & Policies - Job-Related Expenses
  • 4440A Administrative Guidelines - Conferences and Other Staff Travel

Helpful Hints

• Make sure the vendor is set up in the AS400 before you start your batch.
• Contact Accounts Receivable in the Fiscal Services office to set up a vendor or change an address. You will need a signed W9 form filled out by the vendor along with their phone number.
• A batch remains open to enter more than one check request until you POST the batch.
• Always check your edit listing before posting.
• Write the batch number on the top of each invoice you enter in the check request for future reference.
• If you need a check returned to your building rather than mailed directly to the vendor, indicate such on your e-mail when submitting the Edit Report and Cash Disbursement Report to A/P. You will also need to select “Y” for a separate check when entering your invoice.
• Disbursements over $500 should be on a purchase order.
• Purchase orders over $5000 need to have 3 quotes listed in the internal comment section of the purchase order.
• Use the proper check run batch number when entering invoices. The batch number can be found on the current year check run calendar. Contact Accounts Payable if you have questions.
• Make sure you have the proper authorization on all invoices entered for payment.
• Invoices on a purchase order must be sent to A/P for payment. Forward any attachments for purchase orders to accounts payable.
• Only request payment from invoices. Never pay from a statement, quote or packing slip.