Accounts Payable Clerk Resources Table of Contents Toggle Campus-Wide Information Position-Specific Information Accounts Payable Policies – Procedures – Regulations Accounts Payable – Policies Accounts Payable – Procedures Accounts Payable – Regulations Business Office Forms:听click HERE Purchasing Policies Accounts Payable Clerk Task Analysis Campus-Wide Information University Mission University Strategy University Facts Staff Handbook Academic Calendar Organizational Charts: University-wide Organizational Chart: Academic Affairs – Schools & Departments Organizational Chart: Academic Affairs – Offices and Programs That Report to听Academic Affairs Position-Specific Information Business Office Departmental Mission Statements Accounts Payable Website Accounts Payable Policies – Procedures – Regulations Accounts Payable – Policies Moving Expense Reimbursement Policy Accounts Payable – Procedures Accounts Payable – Regulations Purchasing Policies Bid Procedure Guidelines Conditions of Purchase Open Bids Vendor Manual 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 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 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 听 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 Direct payments entered in FAAINVE (student workers do much of the entering after AP clerk audit of paperwork; Laura听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 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 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 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 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)