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Monday, December 30, 2024
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Accounts Payable Process

 

  MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
Week
1		         Invoices Posted
Week
2		 Invoices to Fiscal Edit Edit Check Run Printed Early Release
Checks Mailed
Week
3		 Employee Reimbursement Checks Mailed Check Run Reviewed by Controller Check Run Reviewed by Fiscal Officer Check run Mailed  

  • Week 1
    1. Office enters payments throughout the week.
    2. Entry must be completed and posted by 4:00 Friday.

  • Week 2
    1. Office submits invoices to the Fiscal Office by 12:00 Monday.
    2. Fiscal Office Edit Process is Tuesday & Wednesday.
    3. Accounts Payable Staff :
    4. Checks Vendor Name and Address
    5. Checks Input of Budget # and Amount
    6. Verifies Proper Authorization
    7. Reviews All Receipts & Attached Backup
    8. Sorts Invoices w/ remainder of Check Run
    9. Fiscal Office Prints Check Run on Thursday (approx. 2:00)
    10. Early Releases : approx. 12:00 Friday
    11. Check Run is brought to the Controller's Office on Friday afternoon

  • Week 3
    1. Monday : Employee Reimbursement Checks Mailed
    2. Mon & Tues : Check Run reviewed by Controller's Office
    3. Tues:Check Run returned to the Fiscal Office (approx 12:00)
      Checks processed through Check Signing Machine
    4. Wednesday : Check Run reviewed by Fiscal Officer
    5. Thursday : Checks mailed (approx 12:00)