Welcome to Accounts Payable
About UHD > Office of Business Affairs > Departments > Accounts Payable > Forms

The Accounts Payable Office is responsible for safeguarding university assets by ensuring that goods and services, purchased by university departments, are paid timely and in accordance with the State of Texas and UHD policy and procedural guidelines.

The Accounts Payable Office has the following main functions:

• Purchase Order Voucher Processing - State and Local Funds
• Departmental Voucher Audit - State and Local Funds
• Vendor Invoices and statement Reconciliation
• Vendor ID Inquiry
• Manual Checks and Foreign Drafts
• Check Voids and Stop Payments
• Check Re-issues
• Check Distribution
• Sales and Use Tax Exemptions
• Voucher Batching for Records Retention
• Document Retrieval and Voucher Microfilming
• PeopleSoft A/P Training Sessions.

Contacts:	Ashlynn D. Williams	Cynthia D. Conner
	Accounts Payable Supervisor	Director of Accounts Payable
	Rm#970 S	Room#970 S
	713-221-8624	713-221-8614
	WilliamsAsh@uhd.edu	ConnerC@uhd.edu

Forms and Quick Reference

• Forms
  • Encumbrance Cancellation/Adjustment Form - To be used to increase/decrease monetary amounts or cost center and account information on a posted Purchase Order.
  • Individual Set-up Form - To be completed to add employee, students and individuals that transact business with the university to the Vendor File.  A PeopleSoft vendor number will be assigned.
  • IRS W-9 Form-Request for Taxpayer ID number and Certification - To file an information return with the IRS.
  • PeopleSoft Accounts Payable Access Request Form - To be completed to request access to one or more PeopleSoft modules by employees and student workers with special approval.
  • Texas Sales and Use Tax Exemption Certification - The university, as a State of Texas agency, is exempt from paying sales and use tax in the State of Texas.  Employees should present this exempt certification to Texas vendors.
• Quick Reference
  • Accounts for Supplies, Parts, and Equipment
  • Create a Voucher

Voucher Processing

The Accounts payable Office processes vouchers that are initiated in either Accounts Payable or in UHD departments.

Purchase Order Vouchers are generated in Accounts Payable and are "copied" from Purchase Orders that have been distributed in the PeopleSoft Purchasing Module.  The PO Technician has numerical Purchase Order files that include the department;s approved requisition and the File Copy of the Purchase Order generated by the Purchasing Department.  These files are ready to be processed when all of the documents are received to complete what we call the "3-Way Match".  These 3 documents are:

1. Approved Purchase Order that has been received from the Purchasing Department.
2. Receiving Report that confirms that merchandise ordered has been received as a partial shipment or in full, meets requirements and includes signature of the departments receiving party/merchandise inspector or from Central Receiving, with received dates and quantities received as approval for payment.
3. Vendor's Invoice.

Please note that the Receiving Reporting is the time-sensitive documentation that drives whether or not late payment interest will be generated with the payment.  It is imperative that the Receiving Report be approved and forwarded, without delay, o the Purchasing Department.

Departmental Purchase vouchers non-PO are those vouchers that are created by departmental personnel.  After certifying signatures are obtained, these vouchers are forwarded to Accounts Payable Office to be audited and approved into PeopleSoft.

Contacts:	Willie Mae Dawson	Celestine Jackson
	Rm#970 S	Rm#970 S
	713-221-8955	713-221-8674
	DawsonW@uhd.edu	JacksonC@uhd.edu

Vendor Invoices and Statement

The majority of invoices that are received by UHD are mailed directly to the Accounts Payable Office.  Invoices that are in reference to Purchase Orders are clocked-in and filed in the numerical purchase order files in the department.  If the receipt of the invoice completed the 3-Way Match, the folder is pulled and placed in process of vouchering, auditing, and approval.  When the vendor invoice has been received and there is no receiving report on file, the Purchasing Department will be contacted for this documentation.

There are purchase order vendor invoices that must be forwarded to the ordering department, for review and approval, before PO vouchers can be processed.  A/P forwards a copy of these invoices and keeps the originals in a pending file in order to follow-up, if necessary.  PO vouchers are copied from the PO and edited upon return of invoice approvals.

Vendor invoices that are received for Non-PO purchases are forwarded immediately to the departments.  Departmental personnel create the vouchers for these invoices, obtain certifying signature approval, and then forward the vouchers to Accounts Payable.  After being clocked-in these vouchers are then audited by the Departmental Voucher audit personnel.  The audit process may result in voucher rejection for a number of reasons.  Our goal is to get the issues resolved expediently with departmental staff via e-mail or phone requests for additional information.  Transaction Correction Request forms may have to be processed, by departmental staff, for vouchers that have been budget checked with incorrect account number.  Transaction Correction Requests, completed by the departments, are then submitted to General Accounting.

Contacts:	Willie Mae Dawson	Celestine Jackson
	Rm#970 S	Rm#970 S
	713-221-8955	713-221-8674
	DawsonW@uhd.edu	JacksonC@uhd.edu

Vendor ID Inquiry

Vendor Identification and Maintenance is a centralized function that is handled by the Vendor ID section of the UH Accounts Payable Department located in Schlumberger.  Completed vendor setup forms are to be faxed to Vendor ID section of UH/UHS Accounts Payable at 713-743-0521.  They aim to have vendor setup request and address changes processed within 24 hours of receipt of document.  The responsibilities of the component campus Accounts Payable Departments, in regards to vendor identification, is as follows:

• Supply the information that gives access to forms needed to setup new vendors or modify information for existing vendors.  The Vendor Setup form and the individual Vendor Setup form are available on the UHD Accounts Payable web page.  Click on: Forms.
• Act as liaison with UHD departments to answer questions in reference to setup status.  The Vendor ID section prefers not to get calls from all of the component campuses due to the volume of work that they must handle. 

Contacts:	Ashlynn D. Williams	Cynthia D. Conner
	Accounts Payable Supervisor	Director of Accounts Payable
	Rm#970 S	Room#970 S
	713-221-8624	713-221-8614
	WilliamsAsh@uhd.edu	ConnerC@uhd.edu

Manual Checks and Foreign Drafts

Some payment circumstances require an emergency check or are business transactions with foreign vendors.  A manual check request for extraordinary circumstances can be requested through the Director of Accounts Payable or the Supervisor of Accounts Payable.  The process for manual checks and foreign drafts are as follows:

• Schedule Payment-Dept Use panel
  • Bank and Account: local bank and account (default)
  • Handling: SH
• Comments Panel
  • Payment comments: type"manual check" or "foreign draft"
  • Manual check requests should be hand-delivered to Accounts Payable and require and explanation in Comments of the urgent need for the check
  • for foreign drafts, indicate the currency and whether the payment should be for the specific amount in the foreign currency (e.g., 100.oo British pounds) or for the US dollars equivalent in the foreign currency (equivalent to US $100.00 in British pounds)

Accounts Payable reviews the voucher for adequate documentation and signatures and faxes it to Treasury.  The Director of Accounts Payable or designee must sign manual check requests.

Treasury issues a manual check or obtains the foreign draft, and sends the check copy or draft copy to Accounts Payable through interoffice mail.  Accounts Payable will complete the voucher process of recording the payment information in the Record Payment panel of the voucher.  The voucher can then be approved in PeopleSoft, post in the overnight scheduled processing, then get batched for Records Retention.

Contacts:	Ashlynn D. Williams	Cynthia D. Conner
	Accounts Payable Supervisor	Director of Accounts Payable
	Rm#970 S	Rm#970 S
	713-221-8624	713-221-8614
	WilliamsAsh@uhd.edu	ConnerC@uhd.edu

Check Voids and Stop Payments

There are several scenarios that lead to the voiding of printed checks and warrants.  In addition, these conditions apply to departmental requests for a "Stop Payment" on a check or warrant to be processed.

Voiding Checks

A check may be voided, in PeopleSoft, if Account Payable has received the physical check.  Checks to be voided normally come from (1) the payee, if the payee recognizes that the check was issued in error before it is deposited, or (1) UHS treasury, if Accounts Payable determines that the check was printed in error before it is mailed.

Stop Payment Requests

Stop payment occur when a payment should be canceled but the check is not in hand.  Either Accounts Payable or the originating department may discover that a check was recently issued in error or that the check is lost.  If the check was issued in error, we should contact the payee and inform them that we are placing a stop on the check and ask them to write "Void" on the check and mail or deliver to Accounts Payable.

Departments should fax Stop Payment Requests to Accounts Payable at 713-226-5259 with the following information: (1) check or warrant number, (2) amount of the check, (3) date the check was issued, (4) voucher(s) that generated the check or warrant and (5) the phone number of the requestor.

Reasons for Canceling Local Checks

• Accounts Payable finds that a local check was printed in error before it was sent to the payee.
• The payee receives a local check in error and returns it to UHD without depositing the check.
• Accounts Payable or the department discovers that a local check was recently issued in error and sent to the payee.
• A local check has been lost.

Reasons for Canceling State Warrants

• Accounts Payable finds that a state warrant was printed in error before it was sent to the payee.
• The payee receives a state warrant in error and returns it to UHD without depositing the warrant.
• A state warrant has been lost or misplaced by the vendor.

Contacts:	Celestine Jackson	Willie Mae Dawson
	Rm#970 S	Rm#970 S
	713-221-8674	713-221-8955
	JacksonC@uhd.edu	DawsonW@uhd.edu

Check Re-Issues

Accounts Payable can process the re-issue for payments for PO vouchers both local and state since these vouchers payments are initiated in the Accounts Payable Office.

State warrants will be cancelled in Accounts Payable but because of the separate data file that is transmitted to USAS(Uniform State Accounting System), the departmental copy of the invoice and supporting documentation must be used to create another voucher to process payment to the vendor.  These vouchers should be signed by signatory authority then forwarded to A?P.  Please note in the "Voucher Comments"that this is a re-issue and that the refusal of late payment interest to the vendor should be considered by Departmental Voucher Audit staff.  Local check re-issues are processed in Accounts Payable.

Contacts:	Celestine Jackson	Willie Mae Dawson
	Rm#970 S	Rm#970 S
	713-221-8674	713-221-8955
	JacksonC@uhd.edu	DawsonW@uhd.edu

Check Distribution

Checks for local vouchers with special handling instructions (SH) which requests that the check be returned to the Accounts Payable Office.  Please include the name and phone number of the departmental employee to be contacted to retrieve the check.  Departmental designee will be contacted upon receipt of the check from UH Treasury.  The departmental designee must come to UHD Accounts Payable to sign for the check.  The department will then distribute the check with additional enclosure information and/or express mail the check.

Banner checks, for student refunds, are picked up from the Accounts Payable Office by Student Accounting designee.  Student Accounting distributes student refund checks.

UH Treasury prefers to mail warrants, upon receipt, from the State Comptroller's Office in Austin.  Circumstances must be extenuating to request the return of the state warrant to UHD Account Payable for pick up by the department.  The request and details of why the request is being made must be included in the "Voucher Comments" panel of the PeopleSoft voucher.

All checks that are distributed directly from UHS Treasury are usually mailed by 2:00pm on the day of the check printed or upon receipt of state warrants from Austin.

Check runs for UHD are scheduled for Monday and Wednesday nights.  Checks print on Tuesday and Thursday mornings.  State warrants run nightly in Austin.

Sales and Use Tax Exemptions

The university, as a State of Texas agency, is exempt from paying sales and use tax in the state of Texas.  Guidelines to follow when making purchases on behalf of the university are as follows:

Employees should present a Texas Sales and Use Tax Exemption Certificate to Texas vendors.

Employees who present a Tax Exemption Certificate but are required to pay sales tax by the merchant, may be reimbursed for the sales tax expense as follows:

• Sign the following or similar statement: "the vendor refused to honor the Texas Sales and Use Tax Exemption Certificate".
• Do not charge sales tax to a separate account number.  Use the same peopleSoft account number charged for the primary expense.
• Do not charge sales tax to Fund 1, Fund 5, or ARP/ATP cost centered/accounts, even if reimbursable.
• Sales tax on business meals and rental cars may be reimbursed without explanation.  Property tax billed on leased equipment must be paid by the university.

Employees who do not present a Tax Exemption Certificate to a Texas vendor may not be reimbursed for any sales tax paid.

Voucher Batching

All PeopleSoft vouchers that are processed and approved in the Accounts Payable Office are batched daily by posting date and by UHS PCC types as follows:

1	Travel reimbursements to employee or prospective employee
2	Move travel expense from state to local or local to state
4	Do not use.  AP use only
5	Do not use.  Payroll use only
6	Interagency payment with state funds (requires RTI number)
8	Move non-travel expense from state to local or local to state.  Reimburse employee for non-travel expense
9	Payment to vendor for non-travel expenses.  Payment to P-Card vendor when using generic PS account
R2	Payment to vendor for travel expenses
R8	Payment to P-Card vendor when using actual PS account

Voucher Microfilming

UHS Records Retention prepares and indexes our batches for transport to an outside vendor for microfilming.  since this Records Retention area is responsible for the microfilming of documentation for all of the UHS component campuses, the time it takes to complete this process will vary.

Departmental requests for documentation, in process, can be obtained by contacting the Accounts Payable Office.  A/P will complete "Document Request-Records Retention" form and forward to Records Retention via fax.  Retrieved documentation that is 5 or fewer pages will be faxed to Accounts Payable.  Requests that result in more than 5 pages will be sent via inter-office mail to A/P.

PeopleSoft A/P Training Sessions

The Accounts Payable Office offers monthly scheduled training sessions for department voucher creators, office manager, and student workers who have been given special approval for access to PeopleSoft.  Sessions available include:

• PeopleSoft A/P FastStart - Voucher Create and Navigation
• Purchase Voucher and Receiving Report Documentation - Including State of Texas Purchase Voucher Rules and Guidelines; Review of UHD Purchase Policy; Required supporting documentation.

Scheduled training can be accessed on the UHD Training web page.  Click on this link to reserve a seat: http://www.uh.edu/hrms/DTFIN-Training.htm.

Accounts for supplies, Parts, and Equipment

It is important to choose the correct account when making payments or purchases.  Since some accounts are used to identify state-controlled or capitalized assets, which are assigned a property management tag number, failure to assign the correct account may result in items not being tageed that should be tagged or tagging items that should not be tagged.  This list below groups many of these assets by category, and includes some related PeopleSoft accounts that are not controlled or capitalized.

For the most commonly used accounts for supplies, parts, and equipment, please click: Account Numbers

For a complete description of an account, navigate as follows in PeopleSoft:

1. Set Up Financials/Supply Chain
2. Common Definitions
3. Design ChartField
4. Define Values
5. ChartField Values
6. Click on Account, leave SetID at 00797, type in account number and enter or click search, then click on description tab at top.

Forms

Encumbrance Cancellation/Adjustment Form - To be used to increase/decrease monetary amounts or cost center and account information on a posted Purchase Order.

Individual Set-up Form - To be completed to add employee, students and individuals that transact business with the university to the Vendor File.  A PeopleSoft vendor number will be assigned.

PeopleSoft Accounts Payable Access Request Form - To be completed to request access to one or more PeopleSoft modules by employees and student workers with special approval.

Texas Sales and Use Tax Exemption Certification - The university, as a State of Texas agency, is exempt from paying sales and use tax in the State of Texas.  Employees should present this exempt certification to Texas vendors.

IRS W-9 Form (Request for Taxpayer Identification Number and Certification) - To file an information return with the IRS.