Accounts Payable

Location: Martin Hall, 1st floor
Phone: 903-593-8311 ext. 2338
Fax: 903-592-2342

Hours of Operation
Monday - Friday 8:00 a.m. – 5:00 p.m.

All vendor invoices are to be forwarded to Accounts Payable for payment. Vendor invoices can come from three areas: direct mail, intra-campus mail, and the Receiving Departments upon the receipt of goods.

Invoices are to be processed during the latest processing run to allow adequate payment preparation time before the invoice due date. Invoices with no specific due dates are to be processed within thirty (30) days of the invoice date. All active files are to be reviewed on a twice-weekly basis to ensure that outstanding invoices are being processed on a timely basis.

A check is to be prepared when adequate supporting documentation is present to justify the preparation. Such documentation includes the Check Request Voucher, Requisition, and/or invoice and the initials or signatures of the proper approving persons.

Payment is to be made from the original invoices only.

Invoices are to be compared to vendor statements to verify the accuracy and completeness of information.

Disbursing checks payable to ''Cash'' or ''Bearer'' is prohibited.

Any signed check remains the responsibility of the Accounts and Grants Payable staff until such time as it is either mailed, or picked up and signed for by the recipient. In coordination with the Disbursement Coordinator (Administrative Assistant to the Vice President for Business and Finance), together they are responsible for securing all signed but unreleased checks at all times.

The Vice President for Business and Finance has the authority to regulate Accounts Payable and Cash Disbursements in accordance with policies and regulations of the College.

The Accounts and Grants Payable staff has the authority to:

Coordinate the operations of the Account Payable and Cash Disbursements functions in accordance with policies and regulations of the college;

Request checks (cash disbursements) for properly authorized and documented invoices and/or other documents requesting payment;

Request transfer of funds from various funding accounts to the accounts payable clearing account.

The Disbursement Coordinator (Administrative Assistant to the Vice President for Business and Finance) has authority to:

  • Sign a check with the facsimile signature plate once the check is determined to be complete and accurate, in accordance with College policies and procedures;
  • Secure undistributed checks until such time as each is distributed;
  • Require identification of persons to who cash payment is made.