Accounts Payable & Billing
Accounts Payable main function is processing SUAREC expenditures for incoming invoices and functions as a front-line contact between the AgCenter and vendors. Accounts Payable is responsible for paying suppliers and vendors for goods and services purchased by the SUAG Center. All merchandise and services purchased must go through the requisition process and be requested, authorized, received and paid for in accordance with the University’s policies and procedures. To streamline the Accounts Payable process, and ensure payments are processed in a timely manner, please send invoices to frances_matthews@suagcenter.com.
Purchase Requisitions & Purchase Orders
A requisition is a formal request for a product or service. The following explain how the process works
• Download the form located at (insert instructions to purchase req) fill out form, get signatures needed, attach invoice/quote, write in correct fund codes. Submit it to the finance office.
• The account will verify that the funds are available and that all the correct paperwork is attached. The Vice Chancellor will also approve that everything is correct.
• The requisition is then given to the accounting technician and entered onto Banner and sent to Purchasing and the Purchase Order is created. A purchase order is a legal contract document obligating the University to purchase stated goods or services. The Purchasing Office issues all purchase orders.
A copy of the Purchase Order is emailed to the requestor and the Finance Office. Request for changes to purchase orders should be made to the Purchasing Office.
Vendor Invoices & Payments
To make sure there is no delay getting the vendor paid, please make sure the vendor address is correct and that they have a U number. Checks are mailed out weekly. Please do not call the finance office about checks, if you have an issue about a check, please send an email to frances_matthews@suagcenter.com.
• Advanced Payments
• Stop Payments
• ReIssued Checks
• Outstanding Checks
• Departmental Invoices
Employee Reimbursement Requests
SUAREC will reimburse employees for business expenses incurred as part of their job responsibilities. Employees must request and submit all supporting documents for these expenses. Employees must show documentation of the business expenses paid and will not be reimbursed without supporting documentation of a corresponding paid transaction.
Aramark On-Campus Catered Events
Invoices for approved on-campus events catered through Aramark dining facility must be submitted to Finance with supporting documentation. Documentation must include an agenda or itinerary, a participant list or sign-in sheet, and the actual invoice. Off-campus events must be approved through University policies and procedures.
Encumbrances
Liquidation Requests
