Streamlined Accounts Payable Process for Vendor Payments
This document outlines the essential steps for processing Accounts Payable with an emphasis on vendor payments. It includes guidelines for submitting necessary forms and documents, ensuring timely payments through BPAs (Business Purchase Agreements), ACH transfers, and petty cash reimbursements. Important contacts for assistance are provided, including details on W9 form requirements, foreign vendor procedures, and wire transfers. Adhering to these steps will help avoid delays, especially for urgent payments marked "Rush" or "Special".
Streamlined Accounts Payable Process for Vendor Payments
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Presentation Transcript
Accounts Payable Lynne Hendrickson Heather Carter-Devine Renee Pfingsten Carolyn Spell
Vendor Name & Address Remit PO Box for departmental addresses Print full GID Box for ACH or Check
Priority BPAs Please notate on the BPA “Rush” or “Special” Walk through for PROMPT payment
Pcard Review Backup Documents Please refer to your Contact
PcardContacts Renee Pfingsten A-D ext-5531 Heather Devine E-M ext-6411 Carolyn Spell N-Z ext-5114
W9 Request W9 before submitting BPA 28% backup withholding if W9 is not on file Foreign vendors must go through Darcy Tickner- 994-7976 All new vendors require a W9
Wires • Foreign wires only (not for domestic) • BPA needs to reflect invoice currency • Make sure you include the “Wire Transfer” form filled in COMPLETELY Must Include: • physical address of bank • physical address of vendor
Petty Cash BPAs Reimbursements of $25.00 or less ACH Policy 330.40 http://www2.montana.edu/policy/business_manual/bus300.html#330.40
Email Data Entry State of Montana Notification Bank MSU
CELL PHONES http://www.montana.edu/wwwitc/telephoneservices/mobile.html
Cell Phone -Policy -Form • Financial and Accounting Website
FTMVEND -Find W9 Information -Find ACH Information FAIVNDH -Multiple Invoice Information -Payment Address -Index & Account codes
