Business Office

Accounts Payable

Accounts Payable Specialist Functional Duties:

  • Accounts Payable
  • Foundation
  • Travel
  • Secretarial Support
  • Budget
  • FMS
  • Supervise one hourly employee

Disbursement Vocher

Hospitality

Petty Cash
  • Limit for petty cash is $50.00
  • Petty cash is distributed by the Bursar's Office, which is accountable for the cash.
  • Itemized receipts must be submitted which include store name and description of individual items purchased.
  • If receipt is not itemized or does not include the store name, the Account Manager or Supervisor must provide written documentation regarding the details of the purchase.
  • If cash is picked up on the way to the vendor, the receipts must be returned within one working day. When a pattern of delinquent receipts develops, it will be necessary to stop dispensing cash to the employee in advance of the purchase.
  • Petty Cash receipt form is to be completed including the expenditure reason, expense class, account number, and signature of the Account Manager or Supervisor whom is verifying that the purchase is being made for acceptable IU purpose.
  • The university cannot reimburse sales tax so IU Tax exempt number should be used when making a purchase. The tax-exempt number is 0031232940008.
  • Expenditures will be shown on Statement of Accounts as J.Kauffman Revolving Fund - details have to be maintained by Account Manager.
Revolving Fund Checking Account
  • Revolving fund checking account is to be used for payment in emergency situations, and for bulk mail postage.
  • Revolving Fund Form is to be completed including to whom the check is to be made out, account number, expense class, and signature of Account Manager or Account Supervisor.
  • Limit on checks from the Revolving fund for emergency instances, other than bulk mailings, is up to the discretion of the Business Manager
  • In case of an emergency, an original invoice or receipt must be attached to Revolving Fund request form.
  • The University cannot reimburse sales tax so the IU Tax exempt number should be used when making a purchase. The tax exempt number is 0031232940008.
Check Requests
  • The payment for items purchased in the Purchasing/ Accounts Payable system will be accomplished on an automated check request submitted to the system accounting office for check writing.
  • For invoices under $5000 departments will receive a pink check request along with a copy of the invoice. The scheduled payment date is printed on the bottom of the check request. The invoices and check request must be reviewed upon receipt for accuracy of payment. If faulty material is received or the material has not been received or any other problem is discovered, the Business Office/Accounts Payable has to be notified prior to the payment date (which is the date the check is printed and mailed) so payment can be withheld. If material has been returned, Business Office/Accounts Payable has to be notified immediately so payment can be stopped.
  • For invoices over $5000, departments will receive a white and pink check request with a copy of the invoice. The invoices and check request must be reviewed upon receipt for accuracy of payment. If faulty material is received or the material has not been received or any other problem is discovered, the Business Office/ Accounts Payable has to be notified so payment can be withheld. The white copy has to be signed by the Account Manager on the designated line and returned to Accounts payable in the Business Office. Payment is withheld until the white copy is received in Accounts Payable regardless of the payment date. The pink copy is the Account Managers file copy.