Controller's Office
Accounts Payable
Petty Cash Information
Petty Cash is reimbursed in the form of a check. The form is located at the link below. This form must be completed with the original receipts attached and turned in to the Accounts Payable Office. Forms received by Tuesday noon (12:00pm) will have a check available on Thursday afternoon or Friday morning. Please remember that all 鈥�2 & 8鈥� fund transactions must be signed off by Grants and Contracts.
Grants and Contracts:听Coenen Hall 127听Ph: 318.342.5106 Fx: 318.342.3814
(pdf)
(xlsx)
Purchasing Card Information
Announcements
Throughout the year we receive many calls and emails regarding payments. The following is intended to remind everyone of our established procedures and to communicate a few changes.
Purchase orders (department copy):
If the Purchase order is a case where the Check Must Accompany Order (CMAO), such as for a speaker or event, please notify us in advance before the check writing that it is a CMAO.
Upon final delivery/receipt of merchandise/services, receive in Banner. Write the receiver听number (Y#),听sign and date the yellow/gold copy of the Purchase Order/Change Order (if applicable) and send to AP. Please notate any听changes and initial and date the change.
Upon partial delivery/receipt of merchandise/services, receive in Banner. Using a Partial delivery receiving form, write the receiver number (Y#), list the items, quantity, and amounts that have been received,听and sign and date and send to AP.
You must Receive in Banner and notate the Y# on the document(s), or we will be unable to process the payment to the vendor.听To complete the steps, you must check the 鈥淐omplete鈥� box in Banner, even though听a green checkmark听appears.听If the vendor sends the original invoice to you, please forward to Accounts Payable along with your signed Receiver document. If the Purchase order is allocated in different accounts, please list the amounts received that need to be expensed to each account. If not, Banner will allocate based on a percentage method. If you have a purchase order issued for a vendor, do NOT submit a check request to pay the invoices for those items.
You no longer must wait until you receive the invoice copy from us in order to receive in Banner and send Receiver to us. We will no longer be sending the invoices to the departments unless you communicate to us otherwise AND the invoice clearly has your department name noted. Simply receive in Banner once the goods have arrived, fill out yellow Receiver copy with 鈥淵鈥� number noted on Receiver and send to AP. Once the Receiver is received in AP, we will pay the invoice.
Check Requests and Travel Advances/Expense Reports:
Original receipts must be submitted before payment can be made. If听the check(s)听must be picked up, please type or write legibly the name and extension of the contact person on the request. Checks for pick-up are ready on Thursday at LaCap, and mail outs are sent through regular mail the following Monday. Please allow adequate time for the request to be approved through Purchasing and/or Grants/Contracts, if applicable, and then forwarded to A/P by the deadline. All Check Requests for personal services rendered, for first-time payments to the vendor/individual, must have a W-9 form attached. An updated Accounts Payable Check Request (Voucher) form can be found on the ULM forms web page labeled AP Voucher. Please use this new form and discard all old ones.
Please make every effort to send or deliver the Travel Advances/Expense Reports and Check Requests by the Friday, 11:30 a.m. deadline to Coenen Hall Room 103 so they may be stamped before being distributed to the proper processor. We are working very diligently and expediently听to process all payments in a timely manner. It is our goal for all completed requests that have been received in Accounts Payable by Friday, 11:30 a.m. to be processed in the check run for the following week; however, incomplete Receivers and/or incorrect/incomplete Check Requests and Travel Advances/Expense Reports will delay payment. No travel expenses will be paid through Check Requests and you must submit your PRIOR travel authorizations for ALL out-of-state travel and in-state conferences.
In order to verify if payment has been made, first access FAIVNDH in Banner and check Vendor History. However, due to the high volume received in AP, please allow two weeks before making an inquiry to AP, preferably by email, as to why payment has not been made.
Questions should be directed as follows:
For questions about听check requests,听personal service vouchers,听utilities,听补苍诲听purchase orders
Please contact Crystal Landis: 听landis@ulm.edu听 听x3430
or April Wheat: 听wheat@ulm.edu 听 听x5149
For questions about听travel authorizations, advances,听补苍诲听travel expenses
Please contact Beth Weatherford: 听eweatherford@ulm.edu 听 x5106
If you are unable to reach the above listed Accounts Payable personnel, please contact Beth Weatherford, Assistant Controller of Accounts Payable, at eweatherford@ulm.edu听 听x5106
We appreciate your cooperation, patience, and adherence听in these procedures.
We will inform you of any training sessions once dates have been determined.
[per the Controller; University of Louisiana Monroe; Phone: 318.342.1040; Fx: 318.342.5103]
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