Accounts Payable Forms
Accounts Payable processes checks using the Check Request and the Expense Report forms. Both forms require a POETS code, an approval from the appropriate Project Manager, and documentation that supports the expense. It is recommended that you make photocopies of any paperwork you submit for payment.
A Check Request form may be used for payments to suppliers only under limited circumstances. Generally, the invoice must be less than $1000. However, if the bill is for hotel accommodations, dues, or a subscription, a Check Request may be used regardless of the invoice amount.
Check Requests may also be used for payments to individuals. Following are examples of the appropriate use of a Check Request form when paying an individual.
- Advances
- Honorariums, stipends, awards, and scholarships
The Expense Report form should be used for employee expense reimbursement and T & E cardholders.
Petty Cash vouchers are processed through the Cashier's office, not Accounts Payable. It should be used for all reimbursements of $100 or less. It has been included in Procurement's downloadable forms for your convenience. For guidelines concerning the use of the Petty Cash Voucher, please visit the Cashier's web pages.
Procard Spending Limit Adjustment Request Form
Independent Contractor check list
Deposits
Various other departments of the university continue to implement Oracle for their respective areas. The entire Oracle migration will take a number of years and as such, certain systems remain on the Legacy applications. The financial systems still operating on Legacy applications include the Cashier and Student Accounts modules. Note: the Legacy Cashier module does not accept Oracle coding strings. Thus, during the time of continued migration, it will be necessary to use the Legacy coding strings when making deposits to the University Cashier. The Information Technology and Accounting Offices have developed an electronic procedure whereby Legacy coding data produced by the Cashier system is converted to the Oracle format.
Campus Cash Budget Transfer (Department Use Only)
