Accounts Payable Payment Processing

TBR Policy Reference: 4.02.10.00; 4.03.03.00

Approved by: Dr. Jeff Sisk

Original Date Effective: 2013-04-17

Last Modified: 2020-06-16

PURPOSE

The purpose of this document is to give guidance on the Accounts Payable processing system for Jackson State Community College. This would include invoices received from vendors with a purchase order, invoices received from vendors without a purchase order or reimbursements (check requisitions), travel advances, travel claims, etc.

ACCOUNTS PAYABLE WORKFLOW

OVERVIEW

I. Vendors are to be notified to send invoices to Accounts_Payable@jscc.edu
II. Sales tax exemption forms can be obtained from the Accounts Payable office located in the Administrative Building on the Jackson campus.
III. Charging or reimbursing for sales tax on JSCC purchases is strictly prohibited.
1. Exception: Sales tax must be paid on the purchase or reimbursement of items purchased to be resold to the general public (example: concession items purchased to resell at JSCC events).

A. Invoices with Purchase Order

Upon receipt of an invoice for a purchase WITH a purchase order the following steps are required:

Invoices received by Accounts Payable will be scanned/emailed for approvals.
Invoices require the Purchasing Approver’s signature with the date materials or services were received, as well as, the approval date.
Approvals are expected to be received in Accounts Payable in a timely manner. Second notices will be emailed to the Purchasing Approver with follow-up notices sent to the direct supervisor if needed.
Accounting information: Include the PO number only since accounting information is listed on the PO already.
Invoices received by Accounts Payable before 3:30 p.m. will have a check available by the 2^nd business day following the day of receipt while those received by Accounts Payable after 3:30 p.m. will have a check available by the 3^rd business day following the day of
Invoices will be noted as paid when entered by the Accounts Payable Office.

B. Invoices without Purchase Order/Reimbursements (Check Requisitions)

Upon receipt of an invoice for a purchase WITHOUT a purchase order or reimbursement for a receipt the following steps are required:

Per the Purchasing Policy Manual, a check request would be completed for those invoices of $50 or below.
Completion of a Check Requisition form. A blank Check Requisition form is located on jWeb under Forms/Documents – Business Services or http://www.jscc.edu/assets/forms/check_requisition_form.pdf.
Business meals or food related items may only be purchased in accordance with the JSCC Business Meals Policy and the JSCC Business Meals Procedure. The Business Meals form is located on jWeb under Forms/Documents – Business Services or http://www.jscc.edu/assets/forms/business_meals_form.pdf.
List Department and CFOAP (Chart, Fund Number, Organization Number, Account Number & Program Number) information. Example below:

Chart	Fund	Org	Acct	Prog
J	110001	xx1010	74502	450

Invoice with date materials or services were received, receipts or registration forms etc. must be attached with the check
List Payee & Address/Purpose/Amount.
Please notate any special requests – check needed by specific date, check needs to be picked up, etc.
Signature of Requisitioner &/or Purchasing Approver.
Dean &/or Vice President (If applicable).
All Check Requisitions must go to the Vice President of Financial & Administrative Affairs (VPFAA) office for account verification and
Check Requisitions received in the VPFAA office with all required/completed documentation before 12:00 noon will have a check available by the 3^rd business day following the day of receipt. Check Requisitions received in the VPFAA office with all required/completed documentation after 12:00 noon will have a check available by the 4^th business day following the day of
Invoices will be noted as paid when entered by the Accounts Payable Office.

C. Travel Advance Forms

Travel Advance forms should be submitted in accordance with the JSCC travel policy. A blank Travel Advance form is located on jWeb under Forms/Documents
- Travel or http://www.jscc.edu/assets/forms/travel_advance_request.pdf.
All Travel Advance forms must go to VPFAA office for account verification and
Travel Advance forms cannot be paid more than 30 days prior to scheduled travel. Some exceptions may be granted. Contact Executive Aide to the VPFAA for any applicable
Travel Advance forms received in the VPFAA office with all required/completed documentation before 12:00 noon will have a check available by the 3rd business day following the day of receipt. Travel Advance forms received in the VPFAA office with all required/completed documentation after 12:00 noon will have a check available by the 4th business day following the day of
Travel Advances will be noted as paid when entered by the Accounts Payable Office.

D. Travel Claim Forms

A Travel Claim form should be completed in accordance with the JSCC travel policy. A blank Travel Claim form is located on jWeb under Forms/Documents – Travel or http://www.jscc.edu/assets/forms/travel_claim.pdf.
Complete name and address section and indicate in the space provided if the check is to be held in the Business Office for pickup during regular office hours or if the check is to be mailed.
Address provided should be as follows:
1. Use your Personal Address if you prefer for the check to be mailed to
2. Use the JSCC Campus Address if you prefer to pick the check up in the Business Office.
Provide your Employee Campus ID number next to your name.
All Travel Claims must go to the VPFAA office for account verification and
Travel Claim forms received in the VPFAA office with all required/completed documentation before 12:00 noon will have a check available by the 3rd business day following the day of receipt. Travel Claim forms received in the VPFAA office will all required/completed documentation after 12:00 noon will have a check available by the 4^th business day following the day of
Travel Claims will be noted as paid when entered by the Accounts Payable Office.