Accounts Payable

Requisitions are created by the ordering department. Upon approval by Purchasing, the requisition is becomes a Purchase order. The final, itemized invoice can then be submitted to Accounts Payable at csup_paymentrequests@csupueblo.edu, for processing.

Remember that a payment request:

1. Is not a purchasing function, but merely an electronic payment processing function within the KFS system, and are always subject to approval by the Accounts Payable section.
2. Must have appropriate documentation.
3. Must have a purchase order, (created through a requisition in Purchasing), for all goods and services over $500.00. All exceptions must be approved in writing by Purchasing.
4. Should never be processed "after the fact" for goods and services. All documentation and appropriate purchase order numbers must be included when requesting the payment.
5. Cannot be requested using a quote, statement, or order. Only final, itemized vendor invoices are valid.
6. Are subject to 3-5 business day processing by once received by Accounts Payable. 5-7 Business days during high volume seasons.

Disbursement vouches are created in KFS for orders that do not require Purchase orders. Goods and Services that are under $500 should be verified by the Purchasing department to avoid a disapproval.

Disbursement vouchers should be submitted with valid forms and finalized invoices as backup documentation. Quotes, statements and orders are not permitted. Final approval is issued by Accounts Payable.

Inter-departmental vouchers (IDV's) are between two departments on campus. There are two types: Internal Billing and Distribution of Income and Expense.

Internal Billing are purchases of goods or services by one department from another. There is a Selling Department who will record income and a Buying Department who will record an expense. The form is 3-ply and can be obtained from the Accounts Payable Office. The buying and selling departments should fill out account numbers in full (Account number-Object code) before sending the IDV to Accounts Payable.

Object Codes for the Selling Department should begin with 48xx and object codes for the Buying Department should begin with 6xxx. Be sure authorized signatures have been completed. When completed, the white copy should be sent to Accounts Payable along with all supporting documentation. The seller copy and buyer copy stays in the respective departments for their files. Documentation must show the transaction in its entirety and validate the move. Accounts payable will enter the charges into KFS using an Internal Billing document. The charges will show on your month-end Detail Budget Report.

Distribution of Income and Expenses are used when one department is transferring income OR expense FROM their account TO another department's account. The 3-ply form can be obtained from Accounts Payable. Both departments should fill out account numbers in full (account number-object code). The object codes should match on each side this document.

Be sure authorized signatures have been completed. When completed, the white copy of the –ply form should be sent to Accounts Payable along with the supporting documentation. Documentation should show where the income/expense currently resides and why it is moving. Accounts payable will enter the charges into KFS using a Distribution of Income and Expense document and they will appear on your month-end Detail Budget Report.

All requests for state funds that are used for food, meetings, or beverages need to be accompanied by an Official Function Form. The form must be filled out and sent for proper approval before the event. If you personally have paid for expenses at a function, the Official Function Form will be sent back to you to be attached with your receipts to a requisition requesting reimbursement.

If an event was done on campus - the Official Function Form will be sent to Auxiliary Services for completion of the transaction. Generally any food, beverage or meeting expenses on campus are covered by the rules for official functions and require Fiscal Officer approval.