Written by Arianna Williams.
The Accounts Payable (AP) team, a unit within the University Controller’s Office, consists of dedicated and professional staff who ensure university expenditures comply with state, federal and university policies and procedures. The AP team also strives to assist the campus community with navigating the basics of the university financial system.
The AP team is responsible for interpreting and applying spending guidelines, policies and procedures to ensure compliance and timely payments to internal and external vendors.
Below are their major responsibilities:
- Review and approve all small purchase vouchers for payment to employees, students and non-employees. Also, act as a resource for campus personnel by providing policy and system support.
- Conduct travel reviews to ensure all travel-related payments are per the Office of State Budget and Management. AP provides the final approval for all travel reimbursements.
- Process employee-related payments, such as Mobile Communication Devices (MCD) allowance, relocation allowance and non-travel cash advances.
- Review and process all types of purchase order (PO) invoices that have been uploaded through the PO invoice upload using two-way and three-way match processes.
- Review and process foreign wire transfer payments for travel reimbursements, small purchase vouchers and PO invoices for all of campus. Partner with the contracted third-party vendor to track payments, resolve transaction issues and provide good faith letters as needed. Review, enter and approve all campus small purchases and PO credit memos in the Financial System.
- Review, monitor and evaluate express check requests and confirm appropriate approval and sensitive documentation is received by the University Controller’s Office. Also, ensure that all invoices mailed to AP are researched, distributed to the appropriate department and ultimately processed through the Financial System or otherwise resolved.
If you have any questions about the Accounts Payable team, please contact Kimberly Kelley or visit the Accounts Payable and Travel Center website.