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/