Frequently Asked Questions

Accounts Payable FAQs

What is the deadline for getting an Accounts Payable check?

The guideline is in by Monday, out by Friday.

 However, if time allows, we try our best to also process the paperwork that arrives on Tuesday.
 

What is the mileage rate and meal per diem?

In State            $41 per day      $7 breakfast / $11 lunch / $23 dinner

Out of State      $52 per day      $9 breakfast/$14 lunch/ $29 dinner

Mileage Rate is 56.5 cents per mile both in state and out of state (effective 1/10/2013).
Click to view Mileage Charts
 

Out-of-State Travel Request:  

College employees traveling out of state must receive prior written approval from the President, their appropriate Vice President, or the Dean of Student Services if the expected cost of the travel will exceed $1,500.00.

Appropriate costs include mileage, airfare, hotel accommodations, conference fees, and incidental costs. If the estimated cost of the trip is below the limit, and subsequent accounting determines the trip exceeded $1,500.00, the President, the appropriate Vice President, or the Dean of Student Services will need to approve the travel before the employee reimbursement can occur.
 

What is a receipt?

A receipt is documentation that shows proof of payment.

This includes the method of payment (Visa, etc) and the dollar amount paid.

Attach original receipts, not photocopies.
 

What is the $$ limit for purchase orders?

Authorized support staff  may process purchase orders for materials and supplies (61100) up to $2499.00 (the dollar level of authority may be adjusted downward at the discretion of a Vice President or Dean.)

For purchases  $2500.00 - $4,999.00 a Purchase Request form (found on the Web under Employees, Forms, General Accounting and Budget Forms) is filled out and sent to Fiscal Services for processing.

For orders over $5,000.00, three written quotes are required.

Why won't my purchase order print?

When a purchase order is created, WAIT five minutes before attempting to print it. This allows it time to cycle through the approval process. Then, if the purchase order still will not print, LOOK IN FOIDOCH to check status. If it's A for approved try printing again by the #. Then if it still doesn't print call Jan Fisher at ext 7224.

How do I make changes to a purchase order?

Look in FOIDOCH to see if the purchase order has been completed (C) or approved (A).

If the purchase order has not been completed or approved (the status field will be blank) then go back into FPAPURR and make the changes.

If the purchase order has been approved, then a Change Order (FPACHAR) is required. If you are unfamiliar with a change order, contact Jan Fisher 7224.

For information about Budgeting or Payroll FAQs please contact the Fiscal Service office at (541) 383-7220.