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Accounts Payable Training. Marcy A. Flores Assistant Comptroller & Director of Accounting kamag00@tamuk.edu Ext. 4192 Judy Murdoch Accounts Payable Specialist III kajlm00 @tamuk.edu Ext. 3951 Vilma Castillo Property Management vilma.castillo@ tamuk.edu Ext. 2713. Presented By.

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Accounts Payable Training


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    1. Accounts Payable Training

    2. Marcy A. Flores Assistant Comptroller & Director of Accounting kamag00@tamuk.edu Ext. 4192 Judy Murdoch Accounts Payable Specialist III kajlm00@tamuk.eduExt. 3951 Vilma Castillo Property Management vilma.castillo@tamuk.eduExt. 2713 Presented By

    3. Organizational Chart

    4. Outline of Topics • Funding Sources • Purchasing Guidelines • Expense Object Codes • Controlled & Capitalized Object Codes

    5. Funding Sources • State - Education and General (E&G) • Local – Student Fee Accounts Indirect Cost Accounts Local Accounts (all others) Restricted Accounts

    6. State Funds • Account Numbers Range (1xxxxx – 19xxxx; 87xxxx – 879999) • Voucher Numbers Begin with zero • Strict Guidelines State guidelines and law must be followed and show direct benefit to the University

    7. Local Funds • Account Numbers Range (2xxxxx, 3xxxxx; 4xxxxx; 5xxxxx; 6xxxxx) • Voucher Numbers Begin with five • Strict Guidelines Texas A&M University System Policies and Regulations must be followed and show direct benefit to the University

    8. Purchasing Guidelines • Reviewing Each Payment Request • Items to be included on a payment request • Invoices / Receipts • Required State Documentation

    9. Purchasing Guidelines • State of Texas Prompt Payment Law 30 day rule Interest (4.25% of unpaid balance) Disputed payments (21 days) • Vendor Information W-9 • Vendor and Employee Payments Direct Deposit

    10. Purchasing Guidelines • Advance Payments Prepayment Certification • Advertising Original Tear Sheet of Advertisement

    11. Purchasing Guidelines • Alcoholic Beverages Unallowable State Expenditure With approval on local funds • Alumni Activities State funds may not be used for the support or maintenance of alumni organizations or activities.

    12. Purchasing Guidelines • Auxiliary Enterprises State funds may not be used for support of auxiliary enterprises. • Charitable Organizations State agency may not provide money, goods or services to a charitable organization.

    13. Purchasing Guidelines • Conference Registration Fees Advance payment (6 weeks in adv) Required information on payment request: Name of person attending; Full name of conference; Dates of conference; Reason for prepayment (certification); Agenda.

    14. Purchasing Guidelines • Employee Certification/Licensure Job-related • Employment of Retirees 30-day rule (contact payroll) • Flowers, Floral Arrangements, and Plants Unallowable State Expenditure (donation in lieu of flowers not allowed regardless of fund source)

    15. Purchasing Guidelines • Food Purchases State funds (Code 4050) (Food purchase with State funds are very limited.) Example of allowable expenditure: Nursery School Required documentation: purpose clearly stated. Local funds Code 6339 – Other than Business Meals Code 6340 – Business Meals Required documentation: Names of attendees and purpose of business meeting.

    16. Purchase Guidelines • Gifts and Awards State Funds ($100.00 ceiling) • Honoraria or Speaking Fees Contract ( all expenses included) A&M System Employee (contact payroll)

    17. Purchasing Guidelines • Memberships/non-professional organizations • Memberships/professional organizations All memberships must be approved by the Assistant Comptroller & Director of Accounting

    18. Purchasing Guidelines • Moving Expenses Process all payments through payroll. • Notary Fees Employees not required to be bonded. http://www.sorm.state.tx.us/Risk_Management/Bonds_and_Insurance/notary_forms.php

    19. Purchasing Guidelines • Professional Services Accountant Architect Engineer Land Surveyor Physician Registered Nurse

    20. Purchasing Guidelines • Recruitment of Students Unallowable State Expenditure • Speakers A&M System Member • Subscriptions

    21. Purchasing Guidelines • Taxes – Federal and State Exempt from most federal and state • Tips and Gratuities Unallowable State Expenditure

    22. Breaktime

    23. Object Codes

    24. How to Code an Expense Properly Remember The 5 W’s • Who? Who will be using it? • What? What is it and what is it being used for? • Why? Why are we purchasing it? • When? When will it be used? • Where? Where will it be used?

    25. Operating • Travel 3000 - 3415 • Supplies & Materials 4000 - 4899 • Utilities 5000 - 5039 • Telecommunications 5100 - 5199 • Fees 5200 - 5259 • Consultant Services 5350 - 5399 • Professional Services 5400 - 5499 • Maintenance & Repair 5500 - 5555 • Other Services 5600 - 5699

    26. There’s More!!!! Non Capitalized Furn. & Equipment 5700 - 5799 Non Inventoried 5750 - 5774 Rental & Leasing 5800 - 5899 Scholarships 5900 - 5929 Grants 6000 - 6049 Other 6200 - 6450 Items Purchased for Resale 6900 - 6999

    27. Codes Related to Food • 4050– Food Purchases(Research, Seminars, Teaching) To record payment for the purchase of food used in a research, seminar or teaching capacity. This code does not include purchase of food for student activities, business meals (6340) or animals purchased for immediate slaughter for food. (Ex: Walmart, HEB, etc.) • 4051–Not Used

    28. Codes Related to Food • 6338 – Catering Services To record payment for catering or other food services provided by any external vendor. Examples: Sodexho, Linda’s Main Street Café, Young’s Pizza (when catering) • 6339– Food Purchases(not business meals) To record payment for the purchase of food. This includes purchase of food for student activities other than room and board. Excludes business meals (6340), food research, seminars, teaching (4050) or animals purchased for immediate slaughter for food. ( Ex: Walmart, HEB, Lydia’s Pizza Hut, etc. (not allowed on state accounts)

    29. 4010 – Office General Should NOT include items such as: • Stapler, hole punches, rubber stamps, nameplates, rulers, blank video tapes, easels (4085) • Diskettes, computer toner, printer cartridges, cd’s (4020) • Printer (5760) • Surge Protector (4090) Should be used to capture TRUE Office supplies such as: • Pens, pencils, paperclips, rubber bands • Paper, envelopes, post its, index cards • Folders, notebooks • Calendars, tape, calculator ribbon

    30. 4011 Paper Goods & Janitorial Should include items used for janitorial purposes such as: • Disinfectant • Disposable gloves • Paper Towels • Any Cleaning Solutions • Air Filters • Napkins & Paper Plates • Light Bulbs (not 4076)

    31. 4013 – Research Supplies Not used for items such as: • Freezers (5752) • Ice Chests (5752) • Books (5765) • Chemicals (4040) • File Cabinets (5750) • Deer Feed (4055) This code should be used to capture TRUE Research expenses such as: • DNA Samples • Test Tubes • Jars or Viles • Venom • Tags for Wildlife • Microscope Slides • Thermometer Covers

    32. More Codes and Their Uses: • 4014 – Supplies Ammunition Should be used strictly for ammunition • 4030– Fuels and Lubricants Should be used for items such as: grease, oil, antifreeze and fuel additives. Should not be used for Gasoline (4036) Diesel (4037) or Propane (4038) • 4040 – Chemicals & Gases Should be used for items such as: dry ice, oxygen, liquid nitrogen, refrigerant gases etc. • 4055 – Farm, Ranch and Nursery Supplies Should include animal feed, veterinary drugs, hay, block salt, and halters. Does not include fertilizer (4056) or pesticides(4058)

    33. More Codes • 4076 – Building Supplies and MaterialsIncludes countertops, breaker boxes, electrical outlets, lumber, door locks, paint etc. 4080 – Fabric and LinensIncludes blankets, pillow cases, fabric for theatre costumes, This does not include uniforms (5755) or t-shirts for camp participants (5641)

    34. And still more codes……. • 5211– Membership Dues Includes all Business, Technical and Professional Organizations Must be approved by Asst. Comptroller & Dir. of Acct. (Marcy Flores)5213– Membership Dues Other – NOT USED5215 – Employee Training Registration Fees;Includes payment of registration or other associated fees for seminars and conferences attended by state employees. Must include names, dates, itinerary for event and no acronyms can be used 5217 – Employee Training– Tuition – Not Used

    35. 5453 – Other Professional ServicesTo record payment for services rendered on a fee, contract , or other basis by person, firm, corporation, or company recognized as possessing a high degree of learning5460 – Professional Services w/receiptsTo record payment for services rendered on a fee, contract, or other basis by a person, firm, corporation, or company recognized as possessing a high degree of learning. Receipts must support all costs – is not taxable under 1099 Ex: Hotel, meals, car rental, airfare And still more codes…….

    36. 5760 – PC Peripherals/Add Ons $0 - $4,999.99Used to record payment for the purchase of computer peripherals when the single unit cost is not capitalized, controlled or required to be reported to the State Property Accounting System. Includes items such as: CD ROMS, controllers, docking stations, computer mouse. 5765– Educational Books, Film & References $0 - $4,999.99Used to record payment for books and other reference material that are not used in a professional, academic or research library. This includes: cassettes, reference books, slides, dictionaries, reference material on diskettes, CD-ROMs (not blank) and videos. And still more codes…….

    37. And still more codes……. • 5767 – Purchase of Animals Used to record payment for purchase of animals, cadavers, birds, fish, mammals, reptiles, rabbits and insects, dead or alive • 5840– Rental of Motor Vehicles To recordpayment for the rental or lease of motor vehicles. Example: Renting a vehicle to transport non employees.

    38. Controlled Property

    39. Controlled Assets • Items that are required to be reported to State Comptroller • Must know who is responsible for the item • Must know where the item is at all times

    40. Capital Assets • Single unit cost is $5,000 or more • Do not include cost of extended warranty • Do not include maintenance agreements • Do not include parts listed separately • Do include freight and installation cost

    41. Capitalized Property

    42. Inventory Tagging required by State regulations Tag number needs to be assigned and adhered within ten days Will be on department physical inventory

    43. Expendit: State of TX Purchase Policies and Procedures Guide https://fmx.cpa.state.tx.us/fm/pubs/purchase/index.php The Texas A&M University System Policies and Regulations http://tamus.edu/offices/policy/index.html: Texas Government Code http://www.statutes.legis.state.tx.us/?link=GV Internal Revenue Service Forms and Publications http://www.irs.gov/formspubs/ Resources

    44. Judy Murdoch Accounts Payable ext 3952 Vilma Castillo Property Management ext. 2713 Contact Information

    45. Questions?