year end cut-off dates

January 6, 2018 | Author: Anonymous | Category: Business, Economics, Macroeconomics
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Administrative Forum Year End Planning John Ives Disbursements Manager April 17, 2014

Agenda • Disbursements staff • Year end reminders • Receipt required procedures

• Invoice submission • Disbursement cutoff dates • Questions

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

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

Purchasing Card Staff and Information • Purchasing Card Administrator – Annette Heller • Email general questions  [email protected]

• Purchasing card payments  Charges posted in the Bank of America Works system  Must be posted by designated cutoff date

Year End Reminders Contact Information • Accounts Payable invoices  Email invoices to [email protected]  General questions [email protected]

• Travel & Complex Payments  General questions [email protected]

• Vendor Setup  Vendor Information Form fax 704-687-1450

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

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

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

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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