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Office of Accounting

Accounts Payable

Special Processing Issues

Post Pay Audit
This is a process that allows departments to FINAL approve VP1 and VP2 documents, totaling less than $1,000.00, without further review or approval by a processing department (Accounts Payable or Payroll). VP1 and VP2 documents paying, travel, membership dues, entertainment expenses, royalties, medical services, services requiring an APS form and other services that are 1099 reportable, will still be reviewed and approved by a processing department, regardless of dollar amount. This also holds true for VP1 and VP2 documents marked with a "P" in the check distribution field. These documents are reviewed and approved by a processing document regardless of dollar amount to ensure check pick-up procedures are followed.

Duplicate Payment Audit
When processing a payment document an error message may appear stating this payment may be a duplicate and a matched document ID number is shown. Research the matched document to ensure the current payment is not a duplicate. If it is determined the current payment document is a duplicate either DELete the document or mark the Y/N field in the pop-up window N and edit fields accordingly to correct current document. If it is determined the current payment document is not a duplicate, mark the Y/N field in the pop-up window Y and type an explanation in the notes section of the document. Then APProve the document.

Membership Dues
Professional Dues to professional organizations may be paid with State funds, provided the organization is on the approved list maintained in the Provost's Office. Local funds must be used if the organization is not on the approved list.

Social club dues may not be paid from State funds. Local funds may be used with the President's Office approval.

Beginning with 2005-2006 fiscal year, no approval will be given for the payment of airline club dues from any university account for any purposes.

If service dates of an invoice of a membership cross fiscal years, you should prorate the amount between fiscal years on the transaction page of the VP document only if the amount to prorate is $25,000 or more. If an invoice is less than $25,000, it is not necessary to prorate across fiscal years. Also, if an invoice is $25,000 or greater, it is not necessary to prorate if this results in less than $25,000 per fiscal year (For example, $100,000 subscription but only $10,000 is prorated to a different fiscal year)

Subscriptions
The Goods/Services Beg field should be the date the subscription begins or is due for renewal. The name of the subscribed magazine should be entered in the invoice number field if possible, or in the Comments/Ref area. The address to which the subscription is to be mailed should be included in the Comments/Ref area. Renewal payments should not be made more than eight weeks prior to the date of renewal. A requested payment date should be entered so that the vendor will receive payment in sufficient time to ensure uninterrupte delivery of the magazine.

If service dates of an invoice for a subscription cross fiscal years, you should prorate the amount between fiscal years on the transaction page of the VP document only if the amount to prorate is $25,000 or more. If an invoice is less than $25,000, it is not necessary to prorate across fiscal years. Also, if an invoice is $25,000 or greater, it is not necessary to prorate if this results in less than $25,000 per fiscal year (For example, $100,000 subscription but only $10,000 is prorated to a different fiscal year).

If the subscription form or renewal notice must be mailed with the check the Check Distribution code should be changed to "T."

Registrations
The Goods/Services fields should contain the date(s) the conference is being held. If a copy of the registration form must be sent with the check, a copy must be made of the form, for voucher back up, and the Check Distribution code must be changed to "T."

A requested payment date should be entered so that the vendor will receive payment in sufficient time to ensure that the participants will be registered for the conference.

Attachments
Attachments are to be used only when the vendor requires a form to be sent with a payment, such as registrations, license renewals, subscriptions, etc. Copies of invoices are generally not to be sent with a payment. The invoice field and the comments (if needed) should be completed in such a way that the vendor will be able to properly credit your payment. Attachments cannot be sent with direct deposit (ACH) payments. If an attachment must be sent the Check Distribution code must be changed to "T."

Check Distribution
The Check Distribution code will default to "U" and should generally not be changed except for necessary attachments (code "T") or check pick up (code "P").

Check Pick Up
University Personnel may not pick up checks for vendors unless approved in writing by the Director of Accounting or designees. A Director level or higher signature is required for check pick requests. If a check pick up approval has been granted the persons name and phone number to call when the check is ready must be included in the Comments/Ref area. The Check Distribution code must be changed to "P."

State Mail Code Needed
Payments made with State funds require a State Mail Code be assigned to the vendor address. If you receive an error message that states: STATE MAIL CODE REQUIRED you should send an E-mail message to vid@austin.utexas.edu requesting that a State Mail Code be assigned. The document creator will not see this error message! It only appears at the final approval desk! Your email message must include the vendor name and the 14-digit VID. Payment cannot be made with State funds until this mail code has been corrected.

Payee Information Form(PIF)
Vendors that have ownership types of Individual, Sole Proprietor, Partnership, or provide certain services, must have a PIF on file before payment can be made. If you receive an error message stating that the vendor does not have a PIF on file, follow the instructions on the error message. You may obtain a blank PIF from the following web page: http://www.utexas.edu/business/accounting/hbp/forms/pif.pdf *. Completed forms must be submitted to the Purchasing Office.

Additional Information
Additional information on voucher preparation may be found on the Office of Accounting web page at http://www.utexas.edu/business/accounting/ and the pages that discuss the Prompt Payment Act.

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