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AUF Payment Services
How to Process a Payment
***All payments should be processed on either
an AUF vendor voucher or an AUF travel voucher.***
- All invoices processed on a vendor voucher should include:
- Original invoice.
- Vendor name, address and vendor number.
- Fund, organization number, account code, and program number (activity code if applicable) to which the payment should be charged.
- Invoice number and date.
- Description of invoice or customer account number with that vendor.
- Amount of invoice.
- Business purpose for payment.
- All authorized signatures required.
- Official guest lists for events/meals and their relationship to AU.
- Recipient names of any gift/memento/award.
- Vouchers should be prepared with at least one line per invoice number.
- All invoices for tangible merchandise paid through AUF should have tax included.
- All invoices should be paid within 30 days of invoice date.
- AUF does not pay late charges, etc.
- If charges are split between two or more FOP’s, the person responsible for each FOP must sign the voucher before payment can be made.
- If the voucher preparer needs the payment check returned to them, it should be clearly indicated on the voucher.
- All travel vouchers should include:
- Payee’s name, work address, and vendor number.
- FOP to be charged for travel.
- Itinerary for dates traveled, including time of departure and return.
- Original receipts for hotel, rental car, fuel, parking, etc.
- Itemized receipts for guest meals.
- Guest names for meals, etc and their relationship to AU.
- Payee’s signature and date.
- All authorized signatures required.
- Meals should be claimed according to the appropriate per diem for that location when traveling over-night.
- If there is no over-night stay, the payee can only claim the one-day meal amount, according to time traveled.
- Standard mileage is set to the regional airports.
- Travel reimbursements should be submitted within 30 days after returning from trip.
Frequently Used Account Codes |
| Travel | 70270 |
| Airfare | 70250 |
| Registration Fee | 70280 |
| Membership Fee | 70650 |
| Office Supplies | 70935 |
| Guest Meals | 70360 |
| One-Day Meal | 70285 (no over-night stay) |
| Business Meal | 70350 (employees only) |
| Entertainment Exp | 70365 (football tickets, etc) |
| Postage Stamps | 70070 |
| Express Mail | 70055 |
| Office Printing | 70780 |
| Flowers/Décor | 70355 |
| Donor Memento | 70380 |
| Promotional Exp | 70710 (AU pins, shakers, etc) |
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