Accounts Payable

1. Accounts Payable Metrics…Metrics…Metrics So what are we measuring? • Vendor requests – add/updates • Domestic • Foreign • Payments (Timeliness and Volume) • Vendors • Expense Reports • Cash Advances Note: These categories represent a portion of the overall functions of AP

2. Volume of Documents Received January 2011 – March 2011

5. So what’s the hold up? • Delay in receipt of the invoice by AP • Examples of invoices with a Purchase Order (Time frame of Greater Than 45 days) • January 2011 approximately 160 invoices of 505 took on average 100 days to arrive in AP. • February 2011 approximately 193 of 543 invoices took on average 94 days to arrive in AP. • March 2011 approximately 159 or 551 invoices took on average 202 days to arrive in AP. • Delayed response from department to Controller Inquiry • Problem with funding source • Vendor not on file • W- 9 • Address update

6. How can we improve our statistics and keep our vendors happy? We need your help! • If you have invoices please, please, please send them to the Controller’s Office. • Departments instruct vendors to send the invoice directly to the Controller’s office. • We can’t make our goals if we don’t have the invoice with the correct information.

7. We need your help! • Check your vendor • Are they on file? • Are they an active Vendor? • Does your purchase require a PO? • Is there enough funding in the PO? • Is the purchase a Direct Payment (DV)? • Is the DV completed correctly and accurately? • Funding source, account codes, signatures? • Were you contacted by an AP staff person? • Respond to the inquiry

8. Last Word Need assistance? Just call! 7 - 5120