Accounts Payable Payment Processing

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TBR Policy Reference: 4.02.10.00; 4.03.03.00

Approved by: President's Cabinet

Original Date Effective: 2013-04-17

Last Modified: 2024-01-08

PURPOSE

The purpose of this document is to give guidance on the Accounts Payable processing system for Jackson State Community College.  This would include invoices received from vendors with a purchase order, invoices received from vendors without a purchase order or reimbursements (check requisitions), travel advances, travel claims, etc.

ACCOUNTS PAYABLE WORKFLOW

OVERVIEW

A.     Vendors are to be notified to send invoices to Accounts_Payable@jscc.edu

B.     Sales tax exemption forms can be obtained from the Accounts Payable office located in the Administrative Building on the Jackson campus. 

C.      Charging or reimbursing for sales tax on JSCC purchases is strictly prohibited.

1.       Exception: Sales tax must be paid on the purchase or reimbursement of items purchased to be resold to the general public (for example, concession items purchased to resell at JSCC events).

  1. Invoices with Purchase Order

Upon receipt of an invoice for a purchase WITH a purchase order, the following steps are required:

  • Invoices received by Accounts Payable will be scanned/emailed for approval.
  • Invoices require the Purchasing Approver’s signature with the date materials or services were received, as well as the approval date.
  • Approvals are expected to be received in Accounts Payable in a timely manner. Second notices will be emailed to the Purchasing Approver, with follow-up notices sent to the direct supervisor if needed.
  • Accounting information: Include the PO number only since accounting information is listed on the PO already.
  • Invoices received by Accounts Payable before 3:30 p.m. will have a check available by the 2nd business day following the day of receipt, while those received by Accounts Payable after 3:30 p.m. will have a check available by the 3rd business day following the day of receipt.
  • Invoices will be noted as paid when entered by the Accounts Payable Office.

B. Invoices without Purchase Order/Reimbursements (Check Requisitions)

Upon receipt of an invoice for a purchase WITHOUT a purchase order or reimbursement for a receipt, the following steps are required:

  • List Department and CFOAP (Chart, Fund Number, Organization Number, Account Number & Program Number) information. Example below:

Chart

Fund

Org

Acct

Prog

J

110001

xx1010

74502

450

 

  • Invoice with date materials or services were received, receipts or registration forms, etc. must be attached with the check requisition.
  • List Payee & Address/Purpose/Amount.
  • Please notate any special requests – check needed by a specific date, the check needs to be picked up, etc.
  • Signature of Requisitioner &/or Purchasing Approver.
  • Dean &/or Vice President (If applicable).
  • All Check Requisitions must go to the Vice President of Financial & Administrative Affairs (VPFAA) office for account verification and approval.
  • Check Requisitions received in the VPFAA office with all required/completed documentation before 12:00 noon will have a check available by the 3rd business day following the day of receipt. Check Requisitions received in the VPFAA office with all required/completed documentation after 12:00 noon will have a check available by the 4th business day following the day of receipt.
  • Invoices will be noted as paid when entered by the Accounts Payable Office.

C. Travel Advance Forms

  • Travel Advance forms should be submitted per the JSCC General Travel Policy. A blank Travel Advance form is located on jWeb under Forms/Documents
  • All Travel Advance forms must go to the VPFAA office for account verification and approval.
  • Travel Advance forms cannot be paid more than 30 days prior to scheduled travel. Some exceptions may be granted. Contact the Executive Aide to the VPFAA for any applicable exceptions.
  • Travel Advance forms received in the VPFAA office with all required/completed documentation before 12:00 noon will have a check available by the 3rd business day following the day of receipt. Travel Advance forms received in the VPFAA office with all required/completed documentation after 12:00 noon will have a check available by the 4th business day following the day of receipt.
  • Travel Advances will be noted as paid when entered by the Accounts Payable Office.

D. Travel Claim Forms

  • A Travel Claim form should be completed in accordance with the JSCC General Travel policy. A blank Travel Claim form is located on jWeb under Forms/Documents – Travel or http://www.jscc.edu/assets/forms/travel_claim.pdf.
  • Complete the name and address section and indicate in the space provided if the check is to be held in the Business Office for pickup during regular office hours or if the check is to be mailed.
  • Address provided should be as follows:
    1. Use your Personal Address if you prefer the check to be mailed to
    2. Use the JSCC Campus Address to pick up the checkup in the Business Office.
  • Reimbursements can be direct deposited into your checking/savings account by completing a JSCC ACH Authorization form that can be found on jWeb, Forms/Documents
  • Provide your Employee Campus ID number next to your name.
  • All Travel Claims must go to the VPFAA office for account verification and approval.
  • Travel Claim forms received in the VPFAA office with all required/completed documentation before 12:00 noon will have a check available by the 3rd business day following the day of receipt. Travel Claim forms received in the VPFAA office will all required/completed documentation after 12:00 noon and will have a check available by the 4th business day following the day of  receipt.
  • Travel Claims will be noted as paid when entered by the Accounts Payable Office.

Sources/References:

TBR General Travel:  4.03.03.00