accounts payable training presented by judy murdoch, accounts payable specialist ii...
TRANSCRIPT
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Accounts Payable Accounts Payable TrainingTraining
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Presented By
Judy Murdoch, Accounts Payable Specialist II
[email protected] Ext. 3951
Marcy A. Flores, Asst. Comptroller & Dir. Of Acctg.
[email protected] Ext. 4192
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Accounts Payable DepartmentOrganizational Chart
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Outline of Topics
Funding Sources
Purchasing Guidelines
Expense Object Codes
Controlled & Capitalized Object Codes
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Funding Sources
State - Education and General (E&G)
Local - Designated/Auxiliary
Federal - Restricted
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State Funds
Account numbersRange (1xxxxx – 19xxxx; 87xxxx – 879999)
Voucher numbersBegin with zero
Strict GuidelinesState guidelines and law must be followed and show direct benefit to the University
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Local Funds
Account numbersRange (2xxxxx, 3xxxxx; 4xxxxx; 5xxxxx; 6xxxxx)
Voucher numbersBegin with five
Strict GuidelinesTexas A&M University System Policies and Regulations must be followed and show direct benefit to the University
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Federal Funds
Account numbersRange (40xxxx)
Voucher numbersBegin with five
Strict Guidelines
Federal Fund guidelines and laws are set by the federal program overseeing the funds.
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Purchasing Guidelines
Reviewing each Purchase Voucher Items to be included on a payment request Invoices / Receipts Required State Documentation
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Purchasing Guidelines
State of Texas Prompt Payment Law30 day ruleInterest (4.25% of unpaid balance)Disputed payments (21 days)
Vendor InformationW-9
Vendor and Employee PaymentsDirect Deposit
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Purchasing Guidelines
Advance PaymentsPrepayment Certification
AdvertisingOriginal Tear Sheet of Advertisement
Aircraft Rental Contact System Aircraft DepartmentAircraft Operations-TXDOT approval
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Purchasing Guidelines
Alcoholic BeveragesUnallowable State ExpenditureWith approval (gift, grant, fee funds)
Alumni ActivitiesState funds may not be used for the support
or maintenance of alumni organizations or activities.
Audits of State AgenciesUnallowable State Expenditure
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Purchasing Guidelines
Auxiliary EnterprisesState funds may not be used for support of auxiliary enterprises.
Charitable OrganizationsState agency may not provide money, goods or services to a charitable
organization.
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Purchasing Guidelines
Conference Registration FeesAdvance payment (6 weeks in adv)
Required information on payment request:
Name of person attending;Full name of conference;Dates of conference;Reason for prepayment (certification);Agenda.
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Purchasing Guidelines
Employee Certification/LicensureJob-related
Employment of Retirees30-day rule (contact payroll)
Flowers, Floral Arrangements, and PlantsUnallowable State Expenditure
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Purchasing Guidelines
Food PurchasesState funds (Code 4050)(Food purchase with State funds are very limited.) Example of allowable expenditure: Nursery SchoolRequired documentation: purpose clearly stated.
Institutional fundsCode 6339 – Other than Business MealsCode 6340 – Business Meals
Required documentation: Names of attendees, purpose of business meeting.
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Purchase Guidelines
Gifts and AwardsInstitutional Funds State Funds ($100.00 ceiling)
Honoraria or Speaking Fees
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Purchasing Guidelines
Memberships/non-professional organizations
Memberships/professional organizations
All memberships must be approved by Marcy Flores, Asst. Comptroller & Dir of Acctg.
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Purchasing Guidelines
Moving Expenses
Agreement Letter along with original receipts.
Notary FeesEmployees not required to be bonded. http://www.sorm.state.tx.us/Risk_Management/Bonds_and_Insurance/notary_forms.php
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Purchasing Guidelines
Professional Services
Accountant
Architect
Engineer
Land Surveyor
Physician
Registered Nurse
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Purchasing Guidelines
Recruitment of Students
Unallowable State Expenditure
Speakers
A&M System Member
Subscriptions
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Purchasing Guidelines
Taxes – Federal and StateExempt from most federal and state
Tips and GratuitiesUnallowable State Expenditure
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Object Codes
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Operating
Travel 3000 - 3415Supplies & Materials 4000 - 4899Utilities 5000 - 5039Telecommunications 5100 - 5199Fees 5200 - 5259Consultant Services5350 - 5399Professional Services 5400 - 5499Maintenance & Repair 5500 - 5555Other Services 5600 - 5699
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Non Capitalized Furn. & Equipment 5700 - 5799
Non Inventoried 5750 - 5774
Rental & Leasing 5800 - 5899
Scholarships 5900 - 5929
Grants 6000 - 6049
Other 6200 - 6450
Items Purchased for Resale 6900 - 6999
There’s More!!!!
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How to Code an Expense Properly
Remember The 5 W’s
Who? Who will be using it?
What? What is it and what is it being used for?
Why? Why are we purchasing it?
When? When will it be used?
Where? Where will it be used?
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3011 or 3111 Code for Airline Ticket
3025 or 3125 Service charge on airline tickets from travel agencies
Travel Object Codes
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Travel Object Codes
3210- Prospective State Employee
Must submit a travel voucher listing the position they applied for in order to be reimbursed – Cannot be reimbursed on an LDOC or a paper Requisition
3410 - Travel Students
Conference & Registration Fees for Students (local and non-grant only; NO STATE ACCOUNTS)
3411 Travel Students
Travel agency Fees for students
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Travel Object Codes
3415 - Student Recruiting Expenses Used for expenses incurred during the process of recruiting a prospective student (Ex: hotel for student and parents and meals)
6031 - Grants – Travel & other related expenses Used for Students who are traveling and using grant funds (Ex: Special Programs Participants)
6340 - Business meals
Example: a TAMUK faculty or staff member takes a prospective employee to lunch or dinner. Must submit purpose of meal or agenda, list of attendees, and meal reimbursement form indicating whether or not alcohol was purchased
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Codes Related to Food
4050 – Food Purchases (Research, Seminars, Teaching)
To record payment for the purchase of food used in a research, seminar or teaching capacity. This code does not include purchase of food for student activities, business meals (6340) or animals purchased for immediate slaughter for food. (Ex:
Walmart, HEB, etc.)
4051–Not Used
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Codes Related to Food
6338 – Catering Services
To record payment for catering or other food services provided by
any external vendor. Examples: Sodexho, Linda’s Main Street
Café, Young’s Pizza (when catering)
6339 – Food Purchases (not business meals)
To record payment for the purchase of food. This includes purchase
of food for student activities other than room and board. Excludes
business meals (6340), food research, seminars, teaching (4050) or
animals purchased for immediate slaughter for food. ( Ex: Walmart,
HEB, Lydia’s Pizza Hut, etc. (not allowed on state accounts)
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4010 – Office General
Should be used to capture TRUE Office supplies such as:
Pens, pencils, paperclips, rubber bands
Paper, envelopes, post its, index cards
Folders, notebooksCalendars, tape, calculator
ribbon
Should NOT include items such as:
Stapler, hole punches, rubber stamps, nameplates, rulers, blank video tapes, easels (4085)
Diskettes, computer toner, printer cartridges, cd’s (4020)
Printer (5760)Surge Protector (4090)
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4011 Paper Goods & Janitorial
Should include items used for janitorial purposes such as:
DisinfectantDisposable glovesPaper TowelsAny Cleaning SolutionsAir FiltersNapkins & Paper PlatesLight Bulbs (not 4076)
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4013 – Research Supplies
This code should be used
to capture TRUE Research expenses such as:
DNA SamplesTest TubesJars or VilesVenomTags for WildlifeMicroscope SlidesThermometer Covers
Not used for items such as:
• Freezers (5752)• Ice Chests (5752)• Books (5765)• Chemicals (4040)• File Cabinets (5750)• Deer Feed (4055)
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More Codes and Their Uses:
4014 – Supplies Ammunition Should be used strictly for ammunition
4030 – Fuels and Lubricants Should be used for items such as: grease, oil, antifreeze and fuel
additives. Should not be used for Gasoline (4036) Diesel (4037) or Propane (4038)
4040 – Chemicals & Gases Should be used for items such as: dry ice, oxygen, liquid nitrogen, refrigerant gases etc.
4055 – Farm, Ranch and Nursery Supplies Should include animal feed, veterinary drugs, hay, block salt, and halters. Does not include fertilizer (4056) or pesticides(4058)
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4076 – Building Supplies and Materials Includes countertops, breaker boxes, electrical outlets, lumber, door locks, paint etc.
4080 – Fabric and Linens Includes blankets, pillow cases, fabric for theatre costumes, This does not include uniforms (5755) or t-shirts for camp participants (5641)
More Codes
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And still more codes…….
5211 – Membership Dues
Includes all Business, Technical and Professional Organizations Must be approved by Asst. Comptroller & Dir. of Acct. (Marcy Flores) 5213 – Membership Dues Other – NOT USED
5215 – Employee Training
Registration Fees; Includes payment of registration or other associated fees for seminars and conferences attended by state employees. Must include names, dates, itinerary for event and no acronyms can be used
5217 – Employee Training – Tuition – Not Used
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5453 – Other Professional Services To record payment for services rendered on a fee, contract , or other basis by person, firm, corporation, or company recognized as possessing a high degree of learning
5460 – Professional Services w/receipts To record payment for services rendered on a fee, contract, or other basis by a person, firm, corporation, or company recognized as possessing a high degree of learning. Receipts must support all costs – is not taxable under 1099 Ex: Hotel, meals, car rental, airfare
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5760 – PC Peripherals/Add Ons $0 - $4,999.99 Used to record payment for the purchase of computer peripherals when the single unit cost is not capitalized, controlled or required to be reported to the State Property Accounting System. Includes items such as: CD ROMS, controllers, docking stations, computer mouse.
5765 – Educational Books, Film & References $0 - $4,999.99 Used to record payment for books and other reference material that are not used in a professional, academic or research library. This includes: cassettes, reference books, slides, dictionaries, reference material on diskettes, CD-ROMs (not blank) and videos.
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5767 – Purchase of Animals
Used to record payment for purchase of animals, cadavers, birds, fish, mammals, reptiles, rabbits and insects, dead or alive
5840 – Rental of Motor Vehicles
To record payment for the rental or lease of motor vehicles. Example: Renting a vehicle to transport non employees.
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Object Codes for Fixed Assets
Tagging required by State regulations
Tag number needs to be assigned and adhered within ten days
Will be on department physical inventory
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Controlled Assets
Items that are required to be reported to State Comptroller
Must know who is responsible for the item
Must know where the item is at all times
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Controlled Property
Controlled (at any cost)
Object Code Property Item More Description
5775 Hand Guns All Hand Guns
5775 Rifles All Rifles
Controlled ( $500.00 - $4,999.99)
Object Code Property Item More Description
5780 Stereo Systems Stereo Systems
5781 Cameras Cameras &Digital Cameras
5782 VCR’s & Televisions VCR’s, Televisions, DVD, Camcorders
5787Computers; Data Projectors Desktop & Laptop Computers; Digital Projectors (used with
computer)
5788 Printers Non-portable
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Capital Assets
Single unit cost is $5,000 or moreDo not include cost of extended warrantyDo not include maintenance agreementsDo not include parts listed separately Do include freight and installation cost
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Capitalized Property
Object Code Property Item More Description
8410 Motor Vehicles – Passenger Car Mini-Vans, Cars, Full Size Vans
8415 Motor Vehicles – Other Trucks, SUVs, Buses, Golf Carts, Motorcycles, Trailers, All terrain
8420 Classroom Teaching Equipment Lecturns, Chalkboards, Globes, Stands, Gym Equipment, Hurdles
8421 Office Furnishings and Equipment Bookcases, Cradenzas, Cabinets, Desks,
8422 Medical, Scientific, and Laboratory Equipment Oscilloscopes, Spectophotometers, Cetrifuges, Chromatographs, All Med/Sci/Lab equipment
8423 Artifacts/Historical Treasures Works of Art, Collections
8424 Other Institutional Furnishings and Equipment Printing Machines,Projectors, Stereo Syst, Cameras, TV, VCR, DVD, Camcorder, GPS Equipment, Hand Guns, Rifles, Appliances
8425 Shop and Industrial Equipment Wagons, Conveyer Syst, Tractors, Machinery, Drills, Gin Mach., Grinders, Lathes, Milling, Forklifts, Saws, Lifts, Shears, Textile Tools
8426 Marine Equipment Dept Finders, Buoys, Radar
8430 Aircraft Helicopter, Jet, All Aircraft
8435 Computer Equipment Servers, Desktops, Laptops, Drives, Printers, Scanner, Smartboards, Monitors, Docking Station, Rack, Shelving, Chassis, Mainframe
8440 Software, no license agreements or upgrades All Software
8445 Telecom Equipment Call Distributors, Fax Machines, TTVN Equipment, Teletypes
8455 Purchase of Boats Boats, Boat Motors & Accessories, Ferries, Canoes
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Resources
State of Texas Purchase Policies and Procedures Guide
https://fmx.cpa.state.tx.us/fm/pubs/purchase/index.php
The Texas A&M University System Policies and Regulationshttp://tamus.edu/offices/policy/index.html:
Texas Government Codehttp://www.statutes.legis.state.tx.us/?link=GV
Internal Revenue Service Forms and Publicationshttp://www.irs.gov/formspubs/
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Contact Information
Melanie Ramirezextension 2249
Judy Murdochextension 3951
Andrea Dreilingextension 2011
Jeanette Gonzalezextension 2105
Sandra Charles Betty Contrerasextension 3950 extension 3951
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Questions?