Accounts Payable

Accounts Receivable/ Collections

Bursar

Purchasing

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 TOPS 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 CREQ document will appear in the department’s designated person’s FIS inbox. Although this is an informational document only, 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 check request as well as the invoice.

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
• Original paper invoice sent from department
• Faxed copy of invoice directly from vendor
• Emailed copy of invoice directly from vendor

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

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

For additional information, contact Cynthia Stevenson at 941-2337

For more information on Accounts Payable see Indiana University Accounts Payable.

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Procedures for Accounts Payable