Commonly Used Expense GLs (Excluding Travel, Utilities, Construction, and Assets)

Complete a Departmental Cost Transfer Form, located at http://www.txstate.edu/gao/ap/forms.html and forward to Accounts Payable, JCK 564.  Please allow seven business days for processing.

The NPO form (also known as the AP-1 and Payment Request Form) is located on the Accounts Payable website at http://www.txstate.edu/gao/ap/forms.html.  This form should be used for employee reimbursements, refunds, and emergency purchases that are less than $5,000.00.  It should not be used for routine monthly invoices such as water purchases which require a purchase order.

If the expense is a contracted service, please use the Contracted Service Payment Voucher located at http://www.txstate.edu/gao/ap/forms.html.  Contact Marcy Young, Tax Specialist, for questions on contracted services.

When goods are delivered to the department directly from a vendor, the department must complete the Goods Receipt Notification Form so that the invoice can be paid.

Go to the Materials Management website and complete the Goods Receipt Notification Form.

An invoice and a goods receipt or signature approval are required so that a payment can be made against a PO.  Once all three are received by Accounts Payable, and all match, the payment is processed within 5-7 business days.

Go to SAP, enter transaction code FBL1N, enter the vendor number or search vendors, check "All Items" and check all items listed under "Type", then execute to pull up payment history on your vendor.

When a valuated goods receipt is processed on a purchase order, the expense shown on the purchase order hits your budget.  This means that your account could be charged before the invoice is paid.  When payment is made, the expense is adjusted to reflect the actual dollar amount paid.

*  Your new vendor must complete the Vendor Maintenance Form (FS01).  http://www.txstate.edu/gao/fimd/forms.html.

*  Vendor should return the form directly to FI Master Data by fax 512-245-8990.

*  Once the vendor has been issued a vendor number, create your Purchase Order.

*  Order your merchandise.

*  Invoices should be mailed directly to Accounts Payable, PO Box 747, San Marcos, TX, 78667.

*  Submit Goods Receipt or signature approval.

*  Payment can be processed.

Vendor number 700001 can be used for one-time refunds or reimbursements to non-employees.  A mailing address must be provided.  The generic vendor number cannot be used for payments to companies for goods or service.

Coffee and bottled water are permitted.  Any food items are not payable or reimbursable from any university funds.

Based on tax regulations and UPPS, the gift must be under $400 to remain non-taxable.  E&G funds is limited to $100.  Other university or personal funds can be used.

No.  A Purchase Order must be created for any asset.  For specific questions about assets, please contact Cruz Jaimes in Materials Management.

Account Manager, Grants (if appropriate), and Tax Specialist Approval.

Account Manager, and Grants (if appropriate)

Employee signature, and approval from at least one reporting level above the employee requesting reimbursement.  Divisional VP's may require additional approvals within their own division.

For PO's that do not require goods receipts, the approval confirms that the services/repair/installation was completed satisfactorily by the vendor.