Austin Peay State University Accounts Payable

1. Austin Peay State University Accounts Payable PO Box 4635 Clarksville, TN 37044 Browning Building, Room 146 (931) 221-1037

2. What does Accounts Payable process? • Payment Authorizations • Reimbursements • Business Meal Payment Authorizations • Travel Claims & Advances • Contract Payments • Personal Service Agreements • Stipends • Journals & Expenditure Transfers

3. Accounts Payable Breakdown

4. Payment Authorization

5. Payment Authorization (continued) • Please fill out all required information, once items have been received, to prevent delay in payment to the vendor • Obtain necessary signatures before submitting to Accounts Payable • Also used for reimbursements of items purchased (except for food) • If it is a new vendor, please submit a Substitute W-9 and Minority/Ethnicity forms filled out by the vendor along with payment information • Payment authorizations are required for payment of items totaling less than $4,999.00 • PLACING SEPARATE ORDERS TO GET BELOW THE $4,999 LIMIT IS A VIOLATION OF STATE POLICY!!!

6. Payment Authorization (continued) • Accounts Payable does NOT place orders • Do not send a payment authorization to us until the items are ready to be paid for, i.e. have been received in a satisfactory manner • We do not control your budgets, nor do we keep track of how much you spend • Do not wait on an invoice to send a payment authorization • Invoices are normally sent to A/P • If you receive the invoice, then please forward it along with your PA • We do not need: • Duplicate copies of invoices if WEsent them to YOU • Departmental purchase orders • Packing slips • Emails between you and your department chair/dean/VP saying it is okay to order an item and discussing budgets • The only email we need is from PR stating you have print approval for logo items • We cannot make payment until we have received all the necessary paperwork Please think of the environment and save a tree and your department some money! Please recycle!

7. Business Meal Payment Authorization • Required when food items are purchased AND university personnel are present • Can use this form OR a payment authorization when feeding students only • BOTH FORMS ARE NOT NEEDED • Can be used instead of a payment authorization when ONLY paying for a meal

8. Changes are coming! • One Stop Shopping • Online Approvals • Budget Encumbrance • Order Delivery • Paperless

9. Travel Geraldine Garner (931) 221-7373 garnerg@apsu.edu PO Box 4635

10. Travel • Travel Authorization forms MUST be submitted at least two weeks before travel begins • Travel paperwork must be submitted to the Business Office with the appropriate approval

11. Travel Authorization • Can be found by visiting Accounting Services website • Downloadable PDF file • For use prior to travelling • by car • by airplane • to conferences • etc…

12. Travel Authorization • What do I need to fill out on the travel authorization form? • Fill out the top portion • Tell us how you PLAN to travel • List all expenses (or you will not be reimbursed for them) • Airfare (T-numbers) • Is the university paying? • Lodging (Conference exception) • Meals and incidentals • In-State refer to TBR guidelines • Out-of-State refer to CONUS - www.gsa.gov/perdiem • Registration • If it needs to be paid in advance, please fill out the bottom portion • Total Expenses

13. Travel Authorization continued… • Travel Advances • Not to exceed 80% • List FOAP (Fund-Orgn-Account) • Obtain appropriate signatures

14. Travel Claim

15. Travel Claim • Filled out upon return from trip • Original receipts are required • Mileage is paid at 47¢/mile • Mileage is calculated using Rand McNally Tripmaker • Maximum parking fee is $8/day without a receipt • Banquets/Luncheon • Phone calls (business) • Include FOAP (Fund-Orgn-Account) • Appropriate Signatures • Common Problems?

16. New and improved travel is on the way! Automated Travel Authorizations and Travel Claims

17. Contracts Anita McKnight (931) 221-7694 mcknighta@apsu.edu PO Box 4635

18. Contracts Contact the Office of the University Attorney Phone (931) 221-7572 Fax (931) 221-7569

19. Honorariums

20. Journals & Expenditure Transfers • Journals • Used internally by the Business Office • If a data entry error is made on a payment authorization by Accounts Payable, then we file a journal to correct the accounting information • Expenditure Transfers • Used when one department is charging another department • If a coding error is made on a payment authorization by the department (wrong FOAP), they could file an expenditure transfer to correct the accounting information • Requires appropriate signature • Reason for request must be stated • Attach reference material if necessary

21. Questions? Call (931) 221-1037