Office of the Controller

Departmental Accounting

Accounts Payable

The Accounts Payable department ensures that all disbursements are made in compliance with University policies and procedures as well as federal and state standards. This includes identifying potentially taxable transactions and reporting them to the appropriate government agency. The department approves and/or processes disbursements for purchase order invoices and University purchasing card transactions.

Payment Methods

The following payment methods apply to the purchase of supplies, equipment and services:

  • ISU Procurement Card: This is the preferential payment method for most purchases under $1,000. Procurement cards are issued by Purchasing & Central Receiving and the procurement card guidelines are enforced by the Office of the Controller. For more information regarding obtaining a procurement card, please visit Purchasing & Central Receiving.
  • Requisitions/Purchase Orders: Requisitions are to be used for all purchases over $1,000. Requisitions are initiated by departments, approved by the Office of the Controller for funding availability and sent to Purchasing & Central Receiving for bid. Funds are then encumbered on a purchase order. Purchase order invoices are sent to Accounts Payable, where they are entered into Banner and electronically approved/disapproved for payment by the ordering department.
  • Direct Payment: Check requests are used for direct payments to individuals or vendors when purchase orders have not been used and when the Procurement Card is not accepted. Please see Check Requests for instructions and guidelines.

Visit Purchasing & Central Receiving for complete purchasing policies and guidelines.

For payments for services, please review the 1099-MISC Guidelines for compliance with IRS regulations for payments to independent contractors.

Encumbrances

Encumbrances are reservations of funds for the purchase of goods or services. The encumbrance is established and changed by the creation or change of requisitions or purchase orders.

Invoice Approvals or Disapprovals

Invoices for purchases initiated with a purchase order are entered into Banner by Accounts Payable. The ordering department approves or disapproves the invoices or credit memos electronically. An approved invoice or credit memo authorizes the issuance of payment to the vendor. A disapproved invoice or credit memo re-opens the document and Accounts Payable will make adjustments if needed and resubmit for approval. To determine if an invoice is a credit memo, view the invoice on the Invoice/Credit Memo Query (FAIINVE) screen in Banner to see if the "Credit Memo" box has been checked.

Purchase Orders, Change Order & Requisition FAQ's

How can I change the index and/or account code on a Purchase Order?

If a change of index and/or account code is needed on a purchase order, email Barb Tschida and provide the purchase order number and information that needs changed.

How do I find the balance of a purchase order?

To find the balance of a purchase order, use the Detail Encumbrance Activity (FGIENCD) screen in Banner.

How do I distinguish a credit memo from an invoice?

To determine if an invoice is a credit memo, view the invoice on the Invoice/Credit Memo Query (FAIINVE) screen in Banner to see if the "Credit Memo" box has been checked.

Who do I contact about closing or cancelling an open requisition or purchase order?

If invoicing has not occurred against the purchase order or requisition, it can be cancelled using the Purchase Order Change Request (FZAPOFU) screen in Banner. Refer to the instructions available on the Purchasing & Central Receiving website. If there has been invoicing activity against the purchase order, contact Accounts Payable to close the requisition or purchase order.

How do I increase a purchase order?

To increase a purchase order, a change order will need to be processed using the Purchase Order Change Request (FZAPOFU) screen in Banner. Refer to the instructions available on the Purchasing & Central Receiving website. A Budget Transfer cannot be used to adjust a purchase order.

For all other purchase order, change order, merchandise return, or requisition questions, please contact Purchasing & Central Receiving.

Links

Contact

Barbara Tschida
Accounts Payable Manager
and Banner Finance Training
Ext. 3521

Billie Dill
Budget Coordinator
Ext. 3522

Angela Herrick
Accounts Payable
Ext. 3518

Carrie Walters
Financial Specialist
Ext. 3517

Brooklyn Harrison
Property Accounting
Ext. 4485

Donna Scarbrough
ProCard Audits & Reporting
Ext. 3519

Stacey Rice
Sr. Financial Analyst
Ext. 8701

Accounts Payable Address
200 North Seventh Street
Terre Haute, IN 47809