Accounts Payable Lists

Invoice Standards 

 

Invoice Date: The date listed on the vendor’s invoice or the request date of the direct pay invoice.

 

Transaction Date: The current date.

 

Payment Due Date:  Three to ten days after the Transaction Date, based on how long it takes the back-up to be received in Accounts Payable.

 

Vendor Invoice Number:  The number listed on the vendor’s invoice, if none provided the number assigned by the dept. using the following formula:

 

       a) The first 3 characters of the invoice number should be the payee’s initials.

               1. For individuals, this includes the first initial of the first name, the first initial of the middle name and the first initial of

                   the last name. If a middle initial is not available, this character should be excluded.

                       i. Example: John Little Smith should appear as JLS.

               2. For corporations, this includes the first three letters of the company’s name.

                       i. Example: Dell Corporation should appear as DEL.

               3. The next (6) characters will be the date of the transaction (MMDDYY).

                       i. Example: March 1, 2008 will appear as 030108

 

Banner Invoice Number:  The Banner assigned invoice # starting with an “I”.

  

FREQUENTLY USED COMMODITY/ACCOUNT CODES

 

Frequently used Commodity and Account Codes

DIRECT PAY EXPENSES

 

FREQUENTLY USED COMMODITY/ACCOUNT CODES

 

EXPENSE

­BANNER ACCOUNT CODE

Athletic Game Officials

721005/721006

Background Screenings

771002

Catering and Food Products

771004

Courier Service

771006

Employee Reimbursements of Moving Expense –Non Taxable

771028

Employee Reimbursements of Moving Expense –Taxable

771030

Employee Advertising Bills

771012

Entertainment Contracts

771008

Foreign Travel- Meals

772304

Foreign Travel- Lodging

772305

Foreign Travel – Common Carrier

772306

Freight

771006

Gasoline Credit Card Payments for State Vehicles

740012

Inter-library Loans/Library Vouchers

798100

Medical Expenses for Student Athletes

771032

Memberships

771001

In State Travel – Registration, Misc

772100

In State Travel – Meals

772104

In State Travel – Lodging

772105

In State Travel – Common Carrier

772106

Out of State Travel – Registration, Misc

772200

Out of State Travel – Meals

772204

Out of State Travel – Lodging

772205

Out of State Travel – Common Carrier

772206

Payments to Research Subjects

771025

Postmaster Payments

771000

Registration Only – On Campus

771903

Subscriptions

771012

Third Party Payments for International Travel

772300

Bottles Water Service

771031

Office Equipment

740002

Office Supplies, Paper Products, Signs/Materials

740001

Rentals for Space and Building

771900

Telephone

732001