Accounts Payable

Accounts Receivable/ Collections

Bursar

Purchasing

Special Expense

Administrative Affairs Training Schedule

Process Guides

Fiscal Officer/ Management

Travel Management

FMS Policy

Indiana University Information Environment (IUIE)

Financial Information System (FIS)

Indiana University's Accounts Payable

Accounts Payable is responsible for scheduling payment for Electronic Purchase Orders (APO’S) that are placed by IU Southeast’s departments and for scheduling payment for invoices after a department processes a purchase requisition and purchasing issues an IU Southeast purchase order number. Accounts Payable is supervised by the Director of Accounting Services. Accounts Payable‘s role is to schedule checks for payment to vendors, but Accounts Payable does not issue checks to vendors. Accounts Payable enters the information into the IU EPIC system and schedules the payment to be made, but the actual checks are printed at and mailed to the vendor by Financial Management Services (FMS) at IU Bloomington.

Once Accounts Payable has processed an invoice and created a check request, a PREQ document will appear in the department’s designated person’s Action List.  A payment request must be approved before payment will go out.  If a payment request remains unapproved on the payment date, the system will auto approve the payment request and the check will be issued the next day.  This step provides an opportunity to hold payment if services are not yet met.  This procedure also allows departments to view the scanned image of the invoice.

Check Payment Status

Click Here to search for status on a payment.

AP Training

Accounts Payable hosted a training session in October 2009 covering Payment Requests, document routing, AP policy, and searching for documents.  If you were unable to attend the training session, please take a few moments to review the slides from our presentation.

• Payment Request Documents(PREQ)

Policies for Accounts Payable

IU Southeast requires vendors to mail all invoices directly to Account Payable (not to the department). The vendor is also required to reference as IU Southeast purchase order number on the invoice. This guideline will assure the vendor payment in a timely manner, and should greatly reduce the number of inquiries departments may receive from vendors. In those rare cases when a department receives the invoice, the department should reference a purchase order number and send it immediately to Accounts Payable.

Acceptable forms of an original invoice are:

• Original paper invoice mailed from vendor
• Faxed copy of invoice directly from vendor
• E-mailed copy of invoice directly from vendor

The following do not qualify as original invoices under current university policy:

• Forwarded copies of an electronic (e-mailed) invoice
• Copies of an invoice sent from a department
• Verbal requests for payment

Sending the invoice directly to AP is the best practice because:

• Audit procedure dictates the invoicing be sent directly to AP from the vendor.  This practice reduces the opportunity for fraud.
• The invoice can be processed more promptly if AP receives the invoice directly.
• Incidents of lost and misplaced invoices are reduced because fewer "hands" touch the invoice.
• Department review of invoices is facilitated by workflow routing and image attachments.

For additional information, contact Cynthia Stevenson at 941-2337

For more information on Accounts Payable Policy and Procedure see Indiana University Accounts Payable.