Petty Cash is reimbursed in the form of a check. The form is located at the link below. This form must be completed with the original receipts attached and turned in to the Accounts Payable Office. Forms received by Tuesday noon (12:00pm) will have a check available on Thursday afternoon or Friday morning. Please remember that all “2 & 8” fund transactions must be signed off by Grants and Contracts.
Grants and Contracts: Coenen Hall 127 Ph: (318) 342-3430 Fx: (318) 342-3814
Petty Cash Payment Request (.XLS)
Throughout the year we receive many calls and emails regarding payments. We plan to host training sessions for various AP functions (travel, receiving in Banner) after the first of the year as an aid in helping us all get payments out in a timely manner. The following is intended to remind everyone of our established procedures and to communicate a few changes.
Purchase orders (department copy):
If the Purchase order is a case where the Check Must Accompany Order (CMAO), such as for a speaker or event, please notify us in advance before the check writing that it is a CMAO.
Upon final delivery/receipt of merchandise/services, receive in Banner. Write the receiver number (Y#), sign and date the yellow/gold copy of the Purchase Order/Change Order (if applicable) and send to AP. Please notate any changes and initial and date the change.
Upon partial delivery/receipt of merchandise/services, receive in Banner. Using a Partial delivery receiving form, write the receiver number (Y#), list the items, quantity, and amounts that have been received, and sign and date and send to AP.
You must Receive in Banner and notate the Y# on the document(s), or we will be unable to process the payment to the vendor. To complete the steps, you must check the “Complete” box in Banner, even though a green checkmark appears. If the vendor sends the original invoice to you, please forward to Accounts Payable along with your signed Receiver document. If the Purchase order is allocated in different accounts, please list the amounts received that need to be expensed to each account. If not, Banner will allocate based on a percentage method. If you have a purchase order issued for a vendor, do NOT submit a check request to pay the invoices for those items.
You no longer must wait until you receive the invoice copy from us in order to receive in Banner and send Receiver to us. We will no longer be sending the invoices to the departments unless you communicate to us otherwise AND the invoice clearly has your department name noted. Simply receive in Banner once the goods have arrived, fill out yellow Receiver copy with “Y” number noted on Receiver and send to AP. Once the Receiver is received in AP, we will pay the invoice.
Check Requests and Travel Advances/Expense Reports:
Original receipts must be submitted before payment can be made. If the check(s) must be picked up, please type or write legibly the name and extension of the contact person on the request. Checks for pick-up are ready on Thursday at LaCap, and mail outs are sent through regular mail the following Monday. Please allow adequate time for the request to be approved through Purchasing and/or Grants/Contracts, if applicable, and then forwarded to A/P by the deadline. All Check Requests for personal services rendered, for first-time payments to the vendor/individual, must have a W-9 form attached. An updated Accounts Payable Check Request (Voucher) form can be found on the ULM forms web page labeled AP Voucher. Please use this new form and discard all old ones.
Please make every effort to send or deliver the Travel Advances/Expense Reports and Check Requests by the Friday, 11:30 a.m. deadline to Coenen Hall Room 103 so they may be stamped before being distributed to the proper processor. We are working very diligently and expediently to process all payments in a timely manner. It is our goal for all completed requests that have been received in Accounts Payable by Friday, 11:30 a.m. to be processed in the check run for the following week; however, incomplete Receivers and/or incorrect/incomplete Check Requests and Travel Advances/Expense Reports will delay payment. No travel expenses will be paid through Check Requests and you must submit your PRIOR travel authorizations for ALL out-of-state travel and in-state conferences.
In order to verify if payment has been made, first access FAIVNDH in Banner and check Vendor History. However, due to the high volume received in AP, please allow two weeks before making an inquiry to AP, preferably by email, as to why payment has not been made.
Questions should be directed as follows:
We appreciate your cooperation, patience, and adherence in these procedures.
We will inform you of the training sessions once the dates have been determined.