Accounts Payable
frequently asked questions
Paperless Workflow
DAILY PAYMENT SCHEDULE
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Type
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Schedule
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Cut of Time
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Notes
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EFT
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Daily
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11:00 A.M.
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Funds deposited in 2 business days
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Wires
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Daily
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11:00 A.M.
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Notify AP and provide Treasurer Wire information
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Warrants
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Daily
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2:00 P.M.
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Auditor's Certificate Required
An Auditor's Certificate (purchase order number) is needed for every voucher or invoice entry proof list unless the direct voucher guidelines are being followed, or the payment falls into one of the categories listed below. All other vouchers without purchase orders will be rejected. No Auditor's Certificate is needed for:
- Refunds to customers, taxpayers and grantor agencies
- Return of unclaimed funds
- Debt service payments
- Beginning of year funding for Furtherance of Justice
- Distributions of taxes, fines and fees
- Payments for the County health plan, unemployment and workers compensation
- Employee reimbursements for in-county travel
Vendor on the Fly
This functionality is limited to select individuals who have attended specialized MUNIS training. Please adhere to the following guidelines when keying a new vendor.
- Punctuation should only be used in the Alpha field where a comma differentiates the last name from the first name for an individual
- Type the vendor's Doing Bbusiness As name in the DBA Line field, DO NOT add DBA in front of name
- Type the Attention or Care of as ATTN then name, DO NOT USE In Care of, use Address line 1
- Always key the street address and/or PO Box in the Address Line 2 field
- 'PO Box' should be typed without a space between the P and the O
- Use ZIP plus 4 zip code designation
- Use the proper postal abbreviations when keying
Vendor Invoice REQUIREMENTS
Required info for invoice should include:
- Payee / Vendor #
- Address (Remit)
- Invoice amount
- Invoice #-if using an invoice number other than what is on the invoice the number needs to be added to the document
- Purchase order
- Approval (goods received and or service completed)
Accurate Vendor Addresses
Checking the vendor address during invoice entry is a must! If the vendor address in ERP differs from the invoice being paid, the wrong vendor number may have been selected. If the wrong vendor number is attached to your purchase order, e-mail [email protected] to request a change. The request will be reviewed, and corrections made where appropriate.
Requisition Entry or Inquiry & change of vendor address
During 'Requisition Entry & Inquiry', if the vendor you are searching for is not currently in ERP, a completed IRS Form W-9 must be submitted through the W-9 portal application prior to continuing. Once the form is submitted and verified against the IRS database, the vendor will be initiated in ERP and you may complete the requisition.
To change a vendor's address, confirm with the vendor if the change is permanent and/or due to a new Tax Identification Number being issued. Submit a Change of Address Form through the W-9 portal for permanent changes. Address changes can only be completed for vendors whose Tax Identification Number has not changed. If this is a one-time or temporary payment, address an envelope with the short-term address and submit it as an attachment with the invoice. If a new Tax Identification Number has been issued by the IRS, a new W-9 must be submitted, and a new vendor will be initiated in ERP.
Questions? Please e-mail [email protected].
Inquiries About Lost or Undelivered Warrants
On occasion, a vendor does not receive a warrant because it has been lost in the mail. Inquiries from the vendor about the warrant should be answered by the agency. Phone calls received by Fiscal Services from vendors inquiring about lost warrants will be directed back to the agency. The agency must decide whether a stop payment should be placed on the warrant. If a stop payment and reissued warrant are desired, the appropriate form must be submitted by the agency through the portal. Questions? Please e-mail [email protected].
Authorized Signatures
The Auditor's Office, Fiscal Services Division keeps on file the names and signatures of individuals authorized to sign Invoice Entry Proof Lists (for Accounts Payable) and Final Payroll Proofs (for Payroll) and to pick up checks from both departments.
Click here for a copy of the memo that needs to be printed on your agency letterhead. Complete all sections, naming those individuals you wish to authorize for each function. Return the completed memo to Robert Caldwell. Only the individuals you have authorized will be allowed to sign reports and pick-up checks from this office.
The authorization remains in effect until revoked through written notification (memo or e-mail; there is no standard form for this). In the case of staff turnover, complete the 'Addition Form' to add the newly authorized person to the existing list.
For your convenience, a 'Temporary Authorization Form' is attached to the memo to be used in the event that the authorized individuals will be unavailable, and you wish to designate another person to perform their duties. The temporary form must also be copied on your agency letterhead and sent in at least two days prior to the form's effective date.
If you have any questions, please call Robert Caldwell at 525-7520 or
e-mail: [email protected].