Accounting and Finance
Accounts Payable: Helpful Reminders for Faculty Purchasing Card( P-Card)
• Submit original itemized receipts and completed expense reports to accounting promptly.
• Attach all required supporting documentation, including bank statements and travel documents( when applicable).
• P-Cards may only be used for travel-related expenses after supervisor and financial manager approvals have been obtained in the Travel & Reimbursement system.
• Ensure all required approvals, including Vice President approvals when applicable, are secured before making purchases and upload approval with the reconciliation.
• Respond promptly to requests for additional documentation or clarification from accounting.
• If you are going to be out of the office, assign a delegate to complete and submit your reports by the required deadlines.
Travel
• Submit travel requests at least two weeks prior to the travel date( College Procedure 306).
• All PLAF-approved travel requires an approved Travel & Reimbursement in My EFSC before travel occurs.
• Do not use a P-Card for travel expenses until supervisor and financial manager approvals have been completed in the Travel system.
• Submit travel claims within five( 5) working days of an employee ' s return to work.
• Upload all travel-related receipts and support documentation when submitting the final travel claim and P-card reconciliation.
Mileage and Tolls
• Submit mileage and toll reimbursement requests monthly.
• Original or official Adobe signatures are required on reimbursement forms.
• When documenting mileage, be sure to identify the campus location by including the word " Campus " in the destination description.
Purchase Orders( POs)
• For blanket POs, please forward signed( ok to pay) invoices to Accounting as soon as they are received.
• For regular POs, please notify Receiving immediately when ordered items have been received.
• Please contact Procurement to cancel any open purchase orders that are no longer needed.
Purchase Requisitions / Check Requests
• Purchases under $ 999 should be made using a P-Card whenever possible, rather than submitting a check request.
• Ensure all supporting documentation and approvals are included with the request to avoid processing delays.