Accounts Payable Clerk Resources

Campus-Wide Information

Position-Specific Information

Accounts Payable Policies – Procedures – Regulations

Accounts Payable – Policies

Agency Funds Policy

Awards, Gifts, and Prizes Policy

Change Fund Policy

Dues and Memberships Policy

Moving Expense Reimbursement Policy

Petty Cash Fund Policy

Procurement Card Policies and Procedures Manual

Records Management Policy

Travel Reimbursement Policy

Accounts Payable – Procedures

Ordering and Payment Procedures

Accounts Payable – Regulations

IRS Name/TIN Matching Process

Merchant Category Codes to Determine Reportable Payment Card Transactions-IRS

Non-Resident Aliens – Withholding of Tax

Prevailing Wage Law-State of Missouri

Specially Designated Nationals List (SDN)-OFAC

Unclaimed Property-State of Missouri

W-8 Form-IRS

W-9 Form-IRS

1099 Tax Reporting Instructions-IRS

Business Office Forms: click HERE

 

Purchasing Policies

Bid Procedure Guidelines

Conditions of Purchase

Open Bids

Vendor Manual

Accounts Payable Clerk Task Analysis

Roles & ResponsibilitiesWritten Procedure(s) (Yes, N/A)FrequencySpecialty Knowledge NeededCompetencies NeededDifficultyResources
Daily To-Do ListYes, written instructionsDailyTime management and organizationLow to MediumDaily Itinerary

AP-Grants-Foundation Task List w/Responsible Person

Learn and understand basic fund accounting, budgets, and accounts payableYes, 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 learningIntroduction to Accounts Payable – TechnoFunc

Basic Accounting Training for Departments

Program Manual

Frequently Asked Questions (AP & Purchasing)

Nonprofit Accounting 101 from Easy Office

Fund Accounting FOAPAL explanation from Mississippi State University

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 staff 
Foundation paymentsDailyBanner financial system; fund accounting; general ledger; budget balances; University/Foundation expense policies & proceduresUnderstanding of general accounting concepts: debits & credits, account types, chart of accounts, budgetingMedium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learnedFoundation Voucher Review
Direct payments entered in FAAINVE (student workers do much of the entering after AP clerk audit of paperwork; Laura also has access to enter payments, if students and AP Clerk are unavailable)DailyBanner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & proceduresUnderstanding of general accounting concepts: debits & credits, account types, chart of accounts, budgetingMedium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learnedInvoice Number Procedures for Vendor Payments

Direct Pay Invoice Payments-How to Enter in Banner

Expense report reimbursements entered in FAAINVEDailyBanner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & proceduresUnderstanding of general accounting concepts: debits & credits, account types, chart of accounts, budgetingMedium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learnedDirect Pay Invoice Payments-How to Enter in Banner

See policies table on this webpage

PO and encumbrance invoice entering in FAAINVEDailyBanner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & procedures; support documentation requirementsUnderstanding of general accounting concepts: debits & credits, account types, chart of accounts, budgetingMedium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learnedPurchase Order Payments-How to Enter Invoice in Banner

Change Orders

Receiving Reports-when they are not needed

FYI Only for AP Clerk: Audit University and Foundation documents prior to entering paymentsYes, step-by-step written procedures since there are several items that must be reviewedOngoing1099 and 1042 tax reporting; SDN laws; prevailing wage laws; non-resident alien requirements; MO 2% entertainment tax rules; understanding of accounting numbers in financial systemAttention to detail; time management; effective communication with colleagues; basic math skills; desire to learn; independentMedium Difficulty: due to volume of information and items to be reviewed; several on-the-job training sessions are likely to be needed for task to be learnedPayments Audit-Summary

Payments Audit-Detailed

See policies table on this webpage

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
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)See policies table on this webpage
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