Accounting Services

Accounts Payable

Manual Check Request

1. Purpose
   The purpose of this Policy is to establish guidelines for the proper use of issuing a Manual Check
   
   
2. Scope
   This policy applies to all manual check requests.
   
   
3. Policy
   Manual checks are requested as Emergency purposes, items that can not wait until the next check run or an error made by Mary Baldwin College. A purchase order or requisition must accompany the request.
   
   The purchase order or requisition must be signed by the Department Head and/or Supervisor and the account number must be included on the form.
   
   The purchase order or requisition must come to Sue Armstrong, Accounts Payable
   Administrator in the Business Office. Her extension is 7369.
   
   Sue Armstrong will prepare the manual check and will call the individual when the
   check is ready for pick-up.
   
   
4. Responsibilities
   The Director of Accounting is responsible for the overall administration of this policy.

2100 Accounts

1. Within the Mary Baldwin community, various 2100 accounts have been established for student run organizations.
2. These 2100 account reports are run monthly by Sue Armstrong, accounts payable administrator, in the Office of Business and Finance. She will distribute these reports to the various officers ofthe student run organizations.
3. If there are any monthly discrepancies, please contact Sue Armstrong at ext. 7369.
4. At the end of each fiscal year, certain 2100 accounts are zeroed out per Lynn Gilliland, director of First Year and Second Year Experience. There are also certain 2100 accounts that will receive funds at the beginning ofthe fiscal year. This will also be given to the Office of Business and Finance by Lynn Gilliland.

Purchase Orders

1. Issued to vendors when making a purchase for which the College will be billed.
2. Complete the information as noted below.
3. Send PINK copy of Purchase Order to Sue Armstrong, accounts payable administrator, in the Office of Business and Finance, Room 201; ext. 7369.
4. Purchase Orders must be approved by the appropriate individual(s). Questions about the proper authorization can be directed to Sue Armstrong at ext. 7369 or Melissa Dollins, director of accounting, ext. 7366.
   

Requisitions

1. Requisitions are used for reimbursement or payments to individuals when an invoice is not available. Examples: Honorariums, incidental labor, athletic officials and cooperative teachers. Payment for services must also provide social security number(s).
2. Requisitions for reimbursement need a second signature if payment is to be made to the individual completing the requisition.
3. Complete the requisition form as noted below.
4. Send WHITE and YELLOW copies to Sue Armstrong, accounts payable administrator for payment. Receipts much be attached for reimbursement. Any questions, please call Sue at ext. 7369.
5. Checks for reimbursement are written once a week and are ready for pick-up on Fridays. Requisitions and/or invoices need to be in Sue Armstrong's office no later than noon on Mondays for payment; Office of Business and Finance Room #201. Checks will be sent directly to the vendors, except in the case of bands which are paid at the time of the event.

Wal-Mart Cards

1. Permission is needed from Club, Hall or Class Treasurer to use charge card. The Wal-Mart cards are located in the Business Office, Room #201. You can obtain them from either Sue Armstrong, accounts payable administrator. You must also present ID at time of Wal-Mart card check out from Business Office.
2. Must give general ledger account number of organization and name at the time of checkout in Business Office, Room # 201. Must also return card and receipt(s) immediately after use.
3. If there any issues regarding the cards, please contact Sue Armstrong, accounts payable administrator at ext. 7369.