Campus-Wide Information
Organizational Chart: Academic Affairs – Schools & Departments
Organizational Chart: Academic Affairs – Offices and Programs That Report to Academic Affairs
Position-Specific Information
Accounts Payable Policies – Procedures – Regulations
Accounts Payable – Policies
Awards, Gifts, and Prizes Policy
Moving Expense Reimbursement Policy
Procurement Card Policies and Procedures Manual
Accounts Payable – Procedures
Ordering and Payment Procedures
Accounts Payable – Regulations
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
1099 Tax Reporting Instructions-IRS
Business Office Forms: click HERE
Purchasing Policies
Accounts Payable Clerk Task Analysis
| Roles & Responsibilities | Written Procedure(s) (Yes, N/A) | Frequency | Specialty Knowledge Needed | Competencies Needed | Difficulty | Resources |
| Daily To-Do List | Yes, written instructions | Daily | Time management and organization | Low to Medium | Daily Itinerary | |
| Learn and understand basic fund accounting, budgets, and accounts payable | Yes, written instructions | Ongoing | Banner financial system | Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting | Low to Medium Difficulty: fund accounting is not frequently taught in accounting courses; knowledge of basic accounting concepts should expedite learning | Introduction to Accounts Payable – TechnoFunc Basic Accounting Training for Departments Frequently Asked Questions (AP & Purchasing) Nonprofit Accounting 101 from Easy Office Fund Accounting FOAPAL explanation from Mississippi State University
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| Learn and understand basic Banner financial system navigation | Yes, written manuals | Ongoing | Banner financial system | Ability to learn and use software systems; self-motivations; willingness and desire to learn | Low to Medium Difficulty: software system is not intuitive; will arrange training session with ITS staff | |
| Foundation payments | Daily | Banner financial system; fund accounting; general ledger; budget balances; University/Foundation expense policies & procedures | Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting | Medium 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 learned | Foundation 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) | Daily | Banner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & procedures | Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting | Medium 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 learned | Invoice Number Procedures for Vendor Payments | |
| Expense report reimbursements entered in FAAINVE | Daily | Banner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & procedures | Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting | Medium 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 learned | Direct Pay Invoice Payments-How to Enter in Banner See policies table on this webpage | |
| PO and encumbrance invoice entering in FAAINVE | Daily | Banner financial system; fund accounting; general ledger understanding; budget balances; University/Foundation expense policies & procedures; support documentation requirements | Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting | Medium 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 learned | Purchase Order Payments-How to Enter Invoice in Banner | |
| FYI Only for AP Clerk: Audit University and Foundation documents prior to entering payments | Yes, step-by-step written procedures since there are several items that must be reviewed | Ongoing | 1099 and 1042 tax reporting; SDN laws; prevailing wage laws; non-resident alien requirements; MO 2% entertainment tax rules; understanding of accounting numbers in financial system | Attention to detail; time management; effective communication with colleagues; basic math skills; desire to learn; independent | Medium 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 learned | Payments Audit-Summary See policies table on this webpage |
| Answer questions about Accounts Payable policies | N/A-too varied of a responsibility | Ongoing | understanding of policies | Effective Communication (both listening/gathering information and responding/conveying information); Customer Service skills; Critical Thinking; Decision Making; Judgment | High 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 backup | N/A | Weekly | Math reconciliation skills; communication skills; time managements | Low 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/A | Weekly | Attention to Detail; Time Management | Low 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 questions | N/A-too varied of a responsibility | Ongoing | Banner financial system; accounting string; fund accounting | Ability to analyze budgets; understanding of fund accounting; effective communication skills; problem solving; critical thinking; ability to learn and use software systems | High 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 |