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Administrative Forum Year End Planning John Ives Disbursements Manager April 17, 2014

Administrative Forum Year End Planning John Ives Disbursements Manager April 17, 2014. Agenda. Disbursements staff Year end r eminders Receipt required p rocedures Invoice submission Disbursement c utoff dates Questions. Accounts Payable. Staff

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Administrative Forum Year End Planning John Ives Disbursements Manager April 17, 2014

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  1. Administrative Forum Year End Planning John Ives Disbursements Manager April 17, 2014

  2. Agenda • Disbursements staff • Year end reminders • Receipt required procedures • Invoice submission • Disbursement cutoff dates • Questions

  3. Accounts Payable Staff • Accounts Payable Supervisor – Jerri Painter • Administrative Support Specialists: Deb Westley - Manages vendor direct deposit, ImageNow Melanie Sischo - Manages vendors A-C Debbie Killian - Manages vendors D-K Sherry Callaway - Manages vendors L-Q Carolyn Thomas - Manages vendors R-Z Lucy Mullens - Manages Capital Payments, Bookstore, Library, UPS, Interdepartmental Invoices, Telecom, Receiving & Stores, and Chartwells

  4. Travel & Complex Payments Staff • Travel & Complex Payments Supervisor – Julie Hughes • Administrative Support Specialists: Wendy Haigler - Manages vendor setup, travel advances Jane Hawes - Manages vendors A-E Sandra Melton - Manages vendors F-L Chris Maynard - Manages vendors M-R Cathy Galleno - Manages vendors S-Z

  5. Purchasing Card Staff and Information • Purchasing Card Administrator – Annette Heller • Email general questions • purchasingcard@uncc.edu • Purchasing card payments • Charges posted in the Bank of America Works system • Must be posted by designated cutoff date

  6. Year End Reminders Contact Information • Accounts Payable invoices • Email invoices to ImageNowAP@uncc.edu • General questions acctpay@uncc.edu • Travel & Complex Payments • General questions travel@uncc.edu • Vendor Setup • Vendor Information Form fax 704-687-1450

  7. Year-End Reminders Purchase Order Payments • 49er Mart requires a three way match in order for payments to be made: • Purchase Order • Confirmed receipt • Vendor invoice • Completion of purchase orders after designated cutoff dates will be applied against next year’s budget

  8. Year-End Reminders Receipt of Goods • All goods and services should be received the day they are delivered to the individual department • Requestors receive an automated email when receiving is required • 49er Mart receiving instructions • Posted in Moodle https://moodle2.uncc.edu • Items must be fully received before the designated cutoff dates in order to be paid

  9. Year-End Reminders Payment Exceptions • A payment exception is a payment made after the designated cutoff date • Payment exceptions may be reduced by: • Proper planning • Accurate delivery of items • Timely receipt • Correct submission of invoices

  10. Disbursement Cutoff Dates • Cutoff dates are assigned for the following categories: • Interdepartmental Expenses • Direct Pay Requests • Purchase Order Payments • Travel Prepayments and Reimbursements • Purchasing Card Charges • Journal Entries • Current fiscal year cutoff dates are posted on the Financial Services website at http://finance.uncc.edu/

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