Accounts Payable Procedures

Receiving Procedures

• Once merchandise is received, immediately review the purchase order to determine if it is complete and if it requires an equipment number.
• If a PO is incomplete, mark the items received and indicate the quantity of those items. Make a photocopy of the PO and sign and date the copy and forward it to Accounts Payable with the invoice.
• If a PO is complete, sign and date the Accounting copy of the PO and forward to Accounts Payable with the invoice.
• If the PO contains equipment, please contact Lequint Caswell. Then record the equipment inventory number on the yellow copy of the PO and forward to Accounts Payable with the invoice.

Overpayment of Purchase Order Items

The Accounts Payable Department is authorized to overpay a purchase order item with department head approval of an invoice if:

• Budget is sufficient
   
• The overpayment is equal to or less than 10% of the original amount or $100, whichever is less, and does not violate any purchasing limits.
   
• Overpayments that exceed budgets or are more than the above limits must follow the same authorization as the original requisition through purchasing. 

Check Writing Cut Offs 

• Accounts Payable checks are currently written on Wednesday and Friday, and are usually mailed the same day. Sometimes it might be the next working day when the checks are mailed.
   
• Approved travel reimbursement requests that reach our Accounts Payable department by 2:00 P.M. on Tuesday or Thursday will normally be written the next day, unless we have a problem and need to talk with with the Department.
   
• Other payment requests (approved receiving reports or requisitions) also received by 2:00 P.M. on Tuesday or Thursday will normally be written the next day, unless we have a problem and need to talk with the Department.
   
• Please note these cut offs help us make timely payments to you and all our other vendors.

 This page is maintained by Lequint Caswell.