To delineate the authority, responsibility, and other duties of the Accounts Payable Department. The Accounts Payable Department is responsible for examining accounts, claims, and demands against the University, and making payment for all of the University's legally incurred obligations for goods and services other than payrolls. Additionally, Accounts Payable is responsible for the timely and accurate processing of invoices related to purchase orders, for the bookstores and libraries, freight and transportation charges, utility bills, airline travel bills, and corporate credit cards.
Departments share in the responsibility for timely and accurate payments to vendors.
Departments often control many aspects of the purchase order amount, vendor used, receipt and acceptance of the goods or services and often the invoice. Departments should monitor their encumbrances and expenditures each month and notify Accounts Payable of missing or inaccurate payments. Checks are issued according to the terms of the purchase order. Currently, the normal operating terms of the University are net 30. Payment of invoices received on purchase orders which are out of funds will be withheld until the funds are replenished.