Accounts Payable

Contract Labor P.O./Invoice Payments Manual Checks

Stop Payments Stale Checks Vendor Invoices/Statements

The Accounts Payable Department is responsible for the timely and accurate processing of payments to District vendors and reimbursements to employees.

CCCCD has an automated purchasing system. All purchases for goods and services other than those listed in this section must be processed through BuySpeed. Questions regarding BuySpeed should be directed to the Purchasing Department at x3873.

Always charge expenditures to the appropriate category (subcode/object code). Do not charge an expenditure to an incorrect object code because "that's where the money is." If necessary, do a budget adjustment to move the money into the correct object code.

Accounts Payable checks are processed on Monday and Wednesday of each week and distributed to the campuses 2 to 3 days later. Seven days are required for processing of all paperwork.

Campus cashiers will call employees when they have a reimbursement check available for pick-up. The employee must go to the cashier's office and sign for the check.

Any questions can be directed to the staff listed below:

Ann Thompson, Accounts Payable Supervisor		x3834
Paula Lodge, Accounts Payable Asst. II	Vendor Payment Status	x3836
Chris Busenbark, Accounts Payable Asst. II	Check Distribution	x3839
Gail Meurer, Accounts Payable Asst. II	Travel	x3835
Brenda Wyatt, Accounts Payable Asst. II		x3826

Purchase Order/Invoice Payments

As soon as items on a purchase order are received, a signed receiving report must be sent or faxed to the Accounts Payable Department so payment can be processed. The original receiving report can be kept for the your department records.

	If there are labor charges or if there is a price discrepancy over 10% between the P.O. and the invoice (not including freight), a copy of the invoice will be faxed or e-mailed for payment approval.
	A change order must be completed if the invoice total is more than 10% above the P.O. total (not including freight) or if there is an addition, deletion, or change to a line item. The change order form can be obtained at http://intranet.collin.edu /purchase/intro.html.

	Screen 021 in FRS should be checked monthly for open P.O. amounts for each cost center in your division.
	Departments are notified monthly of any outstanding invoices received from vendors. If there is a problem with the purchase or it has not been received, Accounts Payable should be notified, indicating what problems exist. If an invoice is not processed for payment within the 30-day deadline, documentation must be provided explaining the reason for the delay.
	Accounts Payable needs to be notified if the vendor has failed to deliver the items, failed to invoice the District, if items were canceled, or if items have been backordered and when delivery is expected. This information is VERY important at year-end when all purchase orders must be reviewed for accrual purposes.

Manual Checks

Requests for manual checks are evaluated on a case-by-case basis. Manual check processing is kept to a minimum due to the possibility of error or duplication, internal control security issues, and the cost of processing manual checks. Manual check requests must be approved by the Director of Accounting or the Vice President of Administration.

Stop Payments

	If a payee has not received their check, the Accounts Payable Department should be notified.
	A stop payment will be determined by investigating when the check was issued, if it was sent to the correct address, and if it has cleared the depository bank.
	Please allow 7 - 10 days for confirmation of the stop payment to be received from the depository bank. Accounts Payable will then reissue the check.

Stale-dated Checks

If a check is stale-dated (90 days past the issued date), the Accounts Payable Department should be notified by e-mail or phone. If necessary, a new check will be issued.

Vendor Invoices/Statements

	All original invoices should be immediately forwarded to the Accounts Payable Department. If you receive an original invoice from the vendor, please request the vendor to correct the billing address: CCCCD, Accounts Payable, P.O. Box 869055, Plano, TX 75086-9055.
	All vendor statements should also be sent to Accounts Payable so any outstanding invoices listed can be investigated.
	CCCCD will not make payments to vendors from statements. Original invoices are required in order for payments to be processed.

Miscellaneous

	On Federal Express and Airborne Express bills, please include the cost center to be charged on the "Billing Reference" line. These bills should be checked for accuracy and completeness. If the information on the bill is incomplete or is not legible, additional fees are charged.
	At the end of the fiscal year, any invoices or other paperwork not received by Accounts Payable by the deadline will be processed against the following fiscal year's budget.