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Austin Peay State University Accounts Payable. PO Box 4635 Clarksville, TN 37044 Browning Building, Room 146 (931) 221-1037. What does Accounts Payable process?. Payment Authorizations Reimbursements Business Meal Payment Authorizations Travel Claims & Advances Contract Payments

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austin peay state university accounts payable
Austin Peay State University Accounts Payable

PO Box 4635 Clarksville, TN 37044

Browning Building, Room 146

(931) 221-1037

what does accounts payable process
What does Accounts Payable process?
  • Payment Authorizations
    • Reimbursements
    • Business Meal Payment Authorizations
  • Travel Claims & Advances
  • Contract Payments
    • Personal Service Agreements
  • Stipends
  • Journals & Expenditure Transfers
payment authorization continued
Payment Authorization (continued)
  • Please fill out all required information, once items have been received, to prevent delay in payment to the vendor
  • Obtain necessary signatures before submitting to Accounts Payable
  • Also used for reimbursements of items purchased (except for food)
  • If it is a new vendor, please submit a Substitute W-9 and Minority/Ethnicity forms filled out by the vendor along with payment information
  • Payment authorizations are required for payment of items totaling less than $4,999.00
payment authorization continued1
Payment Authorization (continued)
  • Accounts Payable does NOT place orders
    • Do not send a payment authorization to us until the items are ready to be paid for, i.e. have been received in a satisfactory manner
  • We do not control your budgets, nor do we keep track of how much you spend
  • Do not wait on an invoice to send a payment authorization
    • Invoices are normally sent to A/P
    • If you receive the invoice, then please forward it along with your PA
  • We do not need:
    • Duplicate copies of invoices if WEsent them to YOU
    • Departmental purchase orders
    • Packing slips
    • Emails between you and your department chair/dean/VP saying it is okay to order an item and discussing budgets
      • The only email we need is from PR stating you have print approval for logo items
  • We cannot make payment until we have received all the necessary paperwork

Please think of the environment and save a tree and

your department some money!

Please recycle!

business meal payment authorization
Business Meal Payment Authorization
  • Required when food items are purchased AND university personnel are present
  • Can use this form OR a payment authorization when feeding students only
  • Can be used instead of a payment authorization when ONLY paying for a meal
changes are coming
Changes are coming!
  • One Stop Shopping
  • Online Approvals
  • Budget Encumbrance
  • Order Delivery
  • Paperless


Geraldine Garner

(931) 221-7373

PO Box 4635

  • Travel Authorization forms MUST be submitted at least two weeks before travel begins
  • Travel paperwork must be submitted to the Business Office with the appropriate approval

Travel Authorization

  • Can be found by visiting Accounting Services website
  • Downloadable PDF file
  • For use prior to travelling
    • by car
    • by airplane
    • to conferences
    • etc…
travel authorization
Travel Authorization
  • What do I need to fill out on the travel authorization form?
    • Fill out the top portion
    • Tell us how you PLAN to travel
    • List all expenses (or you will not be reimbursed for them)
    • Airfare (T-numbers)
      • Is the university paying?
    • Lodging (Conference exception)
    • Meals and incidentals
      • In-State refer to TBR guidelines
      • Out-of-State refer to CONUS -
    • Registration
      • If it needs to be paid in advance, please fill out the bottom portion
    • Total Expenses
travel authorization continued
Travel Authorization continued…
  • Travel Advances
    • Not to exceed 80%
  • List FOAP (Fund-Orgn-Account)
  • Obtain appropriate signatures
travel claim1
Travel Claim
  • Filled out upon return from trip
  • Original receipts are required
  • Mileage is paid at 47¢/mile
  • Mileage is calculated using Rand McNally Tripmaker
  • Maximum parking fee is $8/day without a receipt
  • Banquets/Luncheon
  • Phone calls (business)
  • Include FOAP (Fund-Orgn-Account)
  • Appropriate Signatures
  • Common Problems?
new and improved travel is on the way
New and improved travel is on the way!

Automated Travel Authorizations and Travel Claims



Anita McKnight

(931) 221-7694

PO Box 4635


Contact the Office of the University Attorney

Phone (931) 221-7572

Fax (931) 221-7569

journals expenditure transfers
Journals & Expenditure Transfers
  • Journals
    • Used internally by the Business Office
    • If a data entry error is made on a payment authorization by Accounts Payable, then we file a journal to correct the accounting information
  • Expenditure Transfers
    • Used when one department is charging another department
    • If a coding error is made on a payment authorization by the department (wrong FOAP), they could file an expenditure transfer to correct the accounting information
      • Requires appropriate signature
      • Reason for request must be stated
      • Attach reference material if necessary


Call (931) 221-1037