Accounts Payable

Accounts Payable FD-201 November 6, 2014

Getting Started • Approved systems for generating BPAs are: • APEX • Benefits – vendor info interfaces with Banner • Catbooks/Agbooks • Benefits – comprehensive system, does more than just BPAs Handwritten Excel To learn more about APEX contact Christina x3653 To learn more about Catbooks contact catbooks@montana.edu

Putting a BPA together • Like a book • Two staples at top border • Loose or small receipts, taped to 8.5”x11” sheet of paper • Do not print on recycled paper (paper with print already on it) • No two-sided printing Why? To help us from having to flip pages back and forth and around and around; to help with filing; to avoid confusion; to make document imaging easier.

What info should I include on my BPA? • Your contact information – Name, email, office phone number • Vendor name and address – make sure what prints on your BPA is accurate! • Vendor address should match “remit to” address on invoice. CatBooks users - make sure you’re checking and updating CatBooks vendor information • If the payment is being sent to an MSU department, include the PO Box. Room and buildings are not recognized as mailing addresses by the Post Office • Remit Info – this is for the vendor & prints on the check stub/remit summary: • Department Name • Account number – from the vendor • Invoice number • Invoice date • Invoice Amount • Additional Info – this is for you: • DPO number, contracted services detail, other information that is important to the department’s records, but not necessarily the vendor • Authorized Signature – we can’t pay from an unsigned BPA

What info should I include with my BPA? Invoices Other relevant forms Travel forms Purchasing forms Hospitality Approval forms W-9s Most recent version from the IRS is dated August 2013. The form is available on our website at http://www.montana.edu/wwwbu/accounting.html If you have a W-9 saved out to your desktop, please make sure it is the most recent version • These things are not invoices: • Work Orders • Statements • Quotes • Missing Receipt Forms (Missing receipt forms are ONLY okay with Pcard reports and even then we don’t love them )

What info should I include with my BPA? Please provide enough information so that we can process your payments promptly. Examples: All hospitality, regardless of cost, needs an explanation of the business purpose and attendees Non-employee travel expense reimbursements Variances between invoice and BPA totals

Checking Vendor Information Banner FTMVEND

Has my payment been processed? Banner FAIVNDH

Other Important AP Information • Foreign Wire Transfers • Wire Transfer form: https://www.montana.edu/ubs/forms.html • Attach this form to all BPA paperwork • List currency as it is listed on invoice. If invoice is in Euros, BPA should have Euro amount • Special instructions should include: remit info for vendor, account number, invoice number – to help vendor apply payment correctly • If wiring US Dollars, please include separate line on BPA with index and account 62802 for $20 processing fee

Other Important AP Information • Gift Cards (UBS is developing policy) • Risky; no different than cash • Must be tracked (do not purchase gift cards for prize baskets that are not trackable; i.e. Welcome Back picnic) • Must be stored in a secure location • Only purchase the amount immediately needed • Backup documentation for BPA/Pcard reports • Treat like an advance • Business purpose for gift cards (research study, prize, etc.) • List of recipients, including their signature/initials acknowledging receipt of card • Identify recipients who are MSU employees

Other Important AP Information • Paying employees for services, participant support, awards, etc. • The IRS ‘red-flags’ taxpayers receiving both a W-2 and 1099 from the same place (MSU) • Most payments to employees, other than reimbursements, will be processed through Payroll • AP will contact the department if their BPA is forwarded to Payroll for processing • Note that Payroll will alter your expense account code to a payroll expense account code (61127, 61124, etc.) • Tax and benefit expenses for payments processed through Payroll will follow normal payroll logic

P-cards • P-card application form • Please remember to complete ALL fields on the form and DO NOT modify • We need to know: • 0 + Entire GID number • Entire PO Box address • Phone number with area code • (for US Bank to contact in case of fraud) • Org number

P-cards – things to remember • Review all your indexes for activity in 62886 • process corrections promptly • Fraudulent charges – leave in 62886, credit will post here • Add consistent, meaningful descriptions • Example: NACUBO-M Smith Dallas TX Sept 2014 • For out of state/country travel – traveler should notify US Bank • Travel justifications • Include one copy behind report page for each traveler/trip, we don’t need a copy with each receipt. Save a tree.

P-cards – things to remember • For suspected fraud • Cardholder (not departmental accountant) should call US Bank directly to verify charges • Departmental accountant should make sure Cardholder knows: • PO Box • Phone number • Per purchase spending limit • Last 4 digits of GID (in place of SSN) • These are questions US Bank will ask as security questions

P-cards – things to remember • Card Expiration Dates • If card expires Nov 2014, it is valid through Nov 30, 2014 • Replacement cards will be sent to UBS during the first week of the month • UBS will contact cardholder when new card is ready for pickup • Replacement cards are available at the Cashiers Window on the first floor of MT Hall – with valid ID

Bonus – Costco!! Use Costco Purchase Order (CPO) process for all charges larger than $75 CPO should be signed by Departmental accountant prior to visit to Costco Receipts must be turned into UBS within 24 hours of purchase (with Hospitality Approval if needed) Please use appropriate account codes Not everything goes to 62290 Remember batteries are considered e-waste and should be coded to 62245 Beverages (when not specifically for an event/meeting) should be coded to 62278

Questions & Comments

Accounts Payable