AP Staff

AP Staff Resources

Accounts Payable Specialist Task Analysis

Roles & ResponsibilitiesWritten Procedure(s) (Yes, N/A)FrequencySpecialty Knowledge NeededCompetencies NeededDifficultyResources
Learn and understand basic fund accounting and budgetsYes, written instructionsOngoingBanner financial systemUnderstanding of general accounting concepts: debits & credits, account types, chart of accounts, budgetingLow to Medium Difficulty: fund accounting is not frequently taught in accounting courses; knowledge of basic accounting concepts should expedite learningBasic Accounting Training for DepartmentsNonprofit Accounting 101 from Easy Office

Fund Accounting FOAPAL explanation from Mississippi State University

Debits and Credits

Debits and Credits video from Gleim (Accounting Made Easy 4-Debits and Credits)

Learn and understand basic Banner financial system navigationYes, written manualsOngoingBanner financial systemability to learn and use software systems; self-motivations; willingness and desire to learnLow to Medium Difficulty: software system is not intuitive; will arrange training session with ITS staffBanner Finance 8.6 User Guide
Process University check batchesYes, flow chart and step-by-step written procedures due to necessity of running processes in a particular orderBi-weekly: Wednesday and Friday morningsReconciliation; Banner financial systemability to learn and use software systems; basic math skillsLow Difficulty: brief period of training required (task should be learned within one on-the-job training session)Instructions for Check Processing in Banner
Check backup review on check run day (match check copy to backup) and noting special instructionsN/ABi-weekly: Wednesday and Friday morningsAttention to Detail; Time ManagementLow Difficulty: brief period of training required (task should be learned within two or three on-the-job training sessions)
Audit University and Foundation invoice paymentsYes, step-by-step written procedures since there are several items that must be reviewedBi-weekly: Tuesday and Thursday afternoons1099 and 1042 tax reporting; SDN laws; prevailing wage laws; understanding of accounting numbers in financial systemAttention to detail; time management; effective communication with colleague that entered invoice information; basic math skills; desire to learn; independentMedium Difficulty: due to volume of information and items to be reviewed; three to five on-the-job training sessions are likely to be needed for task to be learnedPayments Audit-SummaryPayments Audit-Detailed
P-Card Program: Learn and understand University p-card and purchasing policiesN/AOngoingEffective communication-know when to ask questions; desire to learn; self-motivation; critical thinkingMedium Difficulty: due to volume of information (this is estimated to take 30-45 days)P-Card PolicySee policies table on this webpage
P-Card Program: Audit of p-card purchasesYes, step-by-step written procedures due to ensure specific items are reviewedMonthly (third or fourth week of the month); 4-5 days to completeunderstanding of p-card and purchasing policies to ensure compliance with policiesEffective Communication (ability and comfort with enforcing policy); Decision Making; Judgment; Attention to DetailMedium to High Difficulty: extensive understanding of p-card and purchasing policies is needed (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year)
P-Card Program: Manage training of new p-cardholders (initial training is now online through Blackboard)N/AOngoingBlackboard system; understanding of p-card policyEffective communicationLow to Medium Difficulty: brief period of training required (routine tasks should be learned within three to four on-the-job training sessions); maintenance to training program will require additional training sessions and greater difficulty
P-Card Program: Order new p-cardsYes, step-by-step written procedures due to necessity of inputting certain data elements to ensure accuracy and security of p-cardOngoingCommercial Bank Card systemAttention to Detail; Time Management; ability to learn and use software systemsLow Difficulty: brief period of training required (task should be learned within one on-the-job training session)New Cardholder Checklist Steps to Set up New Cardholder
P-Card Program: Oversight and maintenance of the online p-card systemsYes, step-by-step written procedures due to necessity of inputting certain data elements to ensure accuracy and the volume and variety of tasks performed in the various systemsOngoingVisa IntelliLink system; Commercial Bank Card systemability to learn and use software systemsMedium Difficulty: training time will be influenced by the aptitude of employee to learn software systems; there are several tasks performed in these systems so several on-the-job training sessions will be needed to cover all of the tasks
P-Card Program: Serve as liaison with card issuing bankN/AOngoingEffective communication and interpersonal skillsLow Difficulty: Role should be accomplished with communication skills brought into position
P-Card Program: Assist with fraud reporting/dispute resolutionN/AOngoingEffective communication and time managementLow Difficulty: brief period of training required (task should be learned within one on-the-job training session)
P-Card Program: Answer questions about p-card programN/A-too varied of a responsibilityOngoingunderstanding of p-card and purchasing policies to ensure compliance with policiesEffective Communication (both listening/gathering information and responding/conveying information); Customer Service skills; Critical Thinking; Decision Making; JudgmentHigh Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of p-card and purchasing policies is needed (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year)
P-Card Program: Process accounting journal entries (bi-monthly p-card expense upload)Yes, step-by-step written procedures since specific steps must be followed in both IntelliLink and Banner financial systemsBi-monthly: (usually on the 9th and the 21st calendar day or next business day)Navigate and use Banner financial system; understanding of fund accounting; monitoring of budgets in Banner financial system; navigate and use Visa IntelliLink systemTime management; working knowledge of accounting concepts (journal entries, debits and credits, and chart of accounts); attention to detail, problem solving; Proficiency with Excel spreadsheets; ability to learn and use software systemsMedium Difficulty: three to five on-the-job trainings sessions are likely to be neededDebits and CreditsDebits and Credits video from Gleim (Accounting Made Easy 4-Debits and Credits)
P-Card Program: Prepare and submit request to pay monthly p-card balanceN/AMonthly: usually performed by the 12th of each monthNavigate and use Banner financial system, including requisitioning formsAttention to detail; ability to learn and use software systemsLow Difficulty (after knowledge of Banner): brief period of training required (task should be learned within one on-the-job training session)
Answer questions about Accounts Payable policiesN/A-too varied of a responsibilityOngoingunderstanding of policiesEffective Communication (both listening/gathering information and responding/conveying information); Customer Service skills; Critical Thinking; Decision Making; JudgmentHigh Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of Accounts Payable policies is needed (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year)See policies table on this webpage
Process accounting journal entries (backcharges: interdepartmental expenses)Not yet writtenMonthly: usually performed intermittently between the 4th to 10th calendar day of the month, along with other tasks, (expectation is completion by the 10th calendar day)Navigate and use Banner financial system; understanding of fund accounting; monitoring of budgets in Banner financial systemTime management; working knowledge of accounting concepts (journal entries, debits and credits, and chart of accounts); attention to detail; problem solving; Proficiency with Excel spreadsheets; ability to learn and use software systemsMedium Difficulty: three to five on-the-job trainings sessions are likely to be neededDebits and CreditsDebits and Credits video from Gleim (Accounting Made Easy 4-Debits and Credits)
Account reconciliationsN/AMonthlyBanner financial system; fund accountingAttention to Detail; Problem Solving; understanding of debits & credits and account types; Proficiency with Excel spreadsheets; ability to learn and use software systemsMedium Difficulty: Depending on the account, three to five on-the-job training sessions are likely to be needed for task to be learned
Travel/Meal Advances-track that backup has been submitted on time and review/audit of the backupN/AWeeklyMath reconciliation skills; communication skills; time managementsLow Difficulty: brief period of training required (task should be learned within two on-the-job training sessions)
Awards-Gifts-Prizes reporting forms (log & check taxability through Payroll/1099)N/AWeeklyAttention to Detail; Time ManagementLow Difficulty: brief period of training required (task should be learned within two on-the-job training sessions)
Answer budget questionsN/A-too varied of a responsibilityOngoingBanner financial system; accounting string; fund accountingAbility to analyze budgets; understanding of fund accounting; effective communication skills; problem solving; critical thinking; ability to learn and use software systemsHigh Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of budgets and financial system is necessary (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year)Basic Accounting Training for Departments

Business Office Organizational Chart

Policies – Procedures – Regulations

Policies-Procedures-Regulations

Accounts PayablePriority within first 45-60 daysNeed to Know for a Task
Prevailing Wage Law-State of MissouriHighAudit invoice payments
Specially Designated Nationals List (SDN)-OFACHighAudit invoice payments
1099 Tax Reporting Instructions-IRSHighAudit invoice payments
W-9 Form-IRSHighAudit invoice payments & awards-gifts-prizes reporting
Non-Resident Aliens – Withholding of TaxHighAudit invoice payments
W-8 Form-IRSHighAudit invoice payments
IRS Name/TIN Matching ProcessHighAudit invoice payments
Procurement Card Policies and Procedures ManualHighManage all aspects of the p-card program
Merchant Category Codes to Determine Reportable Payment Card Transactions-IRSHighLearn and understand  University p-card and purchasing policies; Audit of p-card purchases and answering p-card questions
Travel Reimbursement PolicyHighAudit invoice payments
Policy for Awards, Gifts, and PrizesMediumAwards-gifts-prizes reporting
Ordering and Payment ProceduresMedium
Moving Expense Reimbursement PolicyLowAudit invoice payments but only when reimbursing moving expenses which is cyclical and infrequent
Organizational Dues and Memberships PolicyLowAudit invoice payments but only when paying for dues & memberships which is cyclical and infrequent
Petty Cash Fund PolicyLowAudit invoice payments but only when processing petty cash checks which is cyclical and infrequent
Financial Policy and Procedures for Agency FundsLowAnswer questions about Accounts Payable policies
Missouri Sales and Use Tax ExemptionLowAnswer questions about Accounts Payable policies
Unclaimed Property-State of MissouriLowAnswer questions about Accounts Payable policies
Purchasing
Bid Procedure GuidelinesHighLearn and understand University p-card and purchasing policies; Audit of p-card purchases and answering p-card questions
Conditions of PurchaseLowLearn and understand  University p-card and purchasing policies
Enterprise Rent-A-Car ContractLowanswering p-card questions
Other ProceduresLowLearn and understand  University p-card and purchasing policies
Proposal ProceduresLowLearn and understand  University p-card and purchasing policies
University Records Management Policy
Records ManagementLowAnswer questions about Accounts Payable policies