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601 University Drive
J C Kellam Building, Suite 564
San Marcos, TX 78666
Ph: (512) 245-2777
Fax: (512) 245-9161
payables@txstate.edu

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Accounts Payable

Welcome to Accounts Payable
 

The Accounts Payable Office is responsible for providing administrative and fiscal support to the campus community and its vendors. The Accounts Payable Office operates in compliance with campus and TSUS policies, as well as state and federal regulations. Some of the services provided by the Accounts Payable Office include:

  • Processing of payments to vendors for goods and services rendered
  • Processing of non-payroll reimbursement to University employees
  • Handling accounting system functions pertaining to payables
  • Maintenance of proper accounting documentation on all voucher transactions
  • Coordination of the University's travel management program

For general inquiries, please call (512) 245-2777.

In accordance with Texas Education Code Section 51.9741, the Texas Comptroller of Public Accounts Online State Expenditure Database may be accessed to provide information on payment drawn from money appropriated from the state general revenue fund or received as student tuition or fee payments.

Announcements & Updates

REMINDER:

The e-NPO process is mandatory effective January 1, 2014.  Paper AP-1 forms created after that date will no longer be accepted by Accounts Payable. Please see the following link for information and training materials for the e-NPO process:  www.txstate.edu/gao/ap/resources/eNPO.html

New Most Commonly Used GL's Handout Revised 02/07/2013

Business Meal Reimbursement Guidelines - Effective 01/01/2010
                                                                      Revised 10/31/2012  

         

Presentations/Training Information

 BOBCATBuyers2014 : BOBCATBuyers Presentation, October 2014

 BOBCATBuyers2014 : BOBCATBuyers Presentation, May 2014

 BOBCATBuyers2014 : BOBCATBuyers Presentation, January 2014

 

   Meeting Follow-Up Questions

 

Can an Admin approve invoices for payments if the Account Manager is copied on the response to AP.

 

At this time, the policy requires Account Manager approval.  AP will send the approval email request to the Account Manager and copy the Admin. The Account Manager can simply respond “Approved” and reply to all.  (FYI this policy will be looked at to determine if any changes can be made to streamline the approval process.)

 

If an employee needs preferred seating due to health or physical requirements, can the expense be reimbursed?

 

If an employee/traveler will incur a charge for an expense not covered by university policy/procedure, additional documentation and pre-approval are required.  Examples of these types of expenses include:

·         Fare other than Coach Class

·         Preferential Seating

·         Fare for more than one seat per traveler

·         Priority or Early Check-In Fees

·         Passport fee unless attendance is required.

 

The employee/traveler must document the rationale for the expense and obtain approval from their Cabinet Officer. Cabinet Officers must obtain approval from the President   The approved document must be attached to the travel request or expense report depending on the method of payment (company paid = requests; personally paid = expense report).

 

     

    BOBCATBuyers2013 : BOBCATBuyers Presentation

    Presentation for the BOBCATBuyers Bi-Monthly Meeting, October, 2013

    BOBCATBuyers2013 : BOBCATBuyers Presentation

    Presentation for the BOBCATBuyers Bi-Monthly Meeting, May, 2013

pdf iconBOBCATBuyers2011 : BOBCATBuyers Presentation(PDF, 335.6 KB)

Presentation for the BOBCATBuyers Monthly Meeting, February, 2011