ACCOUNTS PAYABLE

As the TROY System approaches year-end, it is imperative that all departments monitor budget balances carefully to assure funds are available to cover all disbursement transactions prior to submission for processing. The Controller's Department, Purchasing, Accounts Payable, Human Resources, Creative Services, and University Store review all requests. Transactions will be returned to departments for budget deficiencies and for improper account coding. Please submit budget revisions to the Office of Finance and Business Affairs promptly to prevent delays in processing transactions.

With the Accounts Payable Department now issuing checks on multiple bank accounts around the world, it is imperative that check processing be accurate and efficient. The initiator of the check request plays a vital role in this process. With attention to transaction details prior to submission, Accounts Payable can better serve all TROY students, employees, contractors, and vendors. Thus, we ask that you share the following information with all personnel in your area. This accounting update is also maintained on the TROY Finance and Business Affairs web page to be referenced as needed in answering questions and/or training new personnel.

Check requests may be initiated as follows:

• Accounts Payable check request forms are for transactions with a company for less than $500.00 for goods or services. AP check request forms should be submitted to the Accounts Payable Department in Adams Administration Building Room 151D with appropriate documentation attached. Questions should be directed to the Accounts Payable Department at extension 3961.
• Travel expense accounts are to be completed by individuals traveling for the university. The completed expense accounts, with supporting documentation attached, should be forwarded through the appropriate chain of command for approval, and then to the Controller's Department in Adams Administration Building Room 159. Before the first approval is signed on travel expense accounts, these forms should be reviewed for accuracy, for required information and documentation, and for compliance with travel policies. Travel regulations and auditing guidelines are maintained on the TROY Finance and Business Affairs web page. Questions should be directed to the Controller's Department at either extension 3241 or 5908.
• It is imperative that all Troy University Department Heads understand IRS guidelines relating to consultant/employee status. Contact Human Resources at extension 3710 for guidance relating to the consultant/employee classification. All consultants must provide a W-9 before a consultant check can be issued. A consultant contract is maintained on the TROY Controller's web page located in the Financial Affiars section. Questions may also be directed to the Accounts Payable Coordinator at extension 3244.
• Check requests for services provided by employees from other TROY units should be submitted by memo directly to Director of Human Resources in Adams Administration Building Room 116. This will expedite the processing of payroll check requests by eliminating unnecessary handling by the Accounts Payable Department. Questions should be directed to Human Resources at extension 3710.
• Petty cash disbursement reports should be submitted by memorandum to Director of Accounting Services in Adams Administration Building Room 159 with required receipts and in required format to document petty cash fund balances. It is the responsibility of the designated petty cash custodian to assure that the petty cash fund is routinely reconciled. Petty cash policies and procedures are available upon request in the Controller's Department at extension 3241.
• Miscellaneous check requests should be submitted by memorandum (or in your previously approved format) to the Controller in Adams Administration Building Room 159. These requests must include explanation or justification for the disbursement being requested. Questions should be directed to the Controller' Department at either extension 3241 or extension 5908.

• Department Staff
  • Kathy Bradshaw
    Co-ordinator of Accounts Payable
    Adams Administration Building
    Suite 149
    Troy, Alabama
    334-670-3244
    kbrad@troy.edu
  • Shelley Jordan
    Staff Accountant I
    Adams Administration Building
    Suite 151-B
    Troy, Alabama
    334-670-3119
    sedwards23004@troy.edu
    
  • Ruby Powell
    Document Imaging Specialist
    Adams Administration Building
    Suite 151-E
    Troy, Alabama
    334-670-3844
    lpowell@troy.edu
  • Kathy Harrell
    Account Clerk
    Adams Administration Building
    Suite 151-B
    Troy, Alabama
    334-670-3961
    jkharrell@troy.edu
    
  • Lyn Thomas
    Account Specialist
    Adams Administration Building
    Suite 148
    Troy, Alabama
    334-670-3125
    gthomas10969@troy.edu
  • Lisa Solomon
    Account Clerk
    Adams Administration Building
    Suite 151-C
    Troy, Alabama
    334-670-3527
    
• Policies
  • Accounts Payable Policies
• Procedures
  • Coming soon...
• Forms
• Accounts Payable Check Request
• W9 Form
• Void Check Process
• Independant Contractor Form
• Request for Payment
• Required Software
• Microsoft Word
• Adobe Reader

If you have a question dealing with the payment of purchase orders, please contact Donna at 3961. If you have a question concerning the payment of check requests, please call Kathy at 3527. Questions concerning the payment of travel should be directed to Kathy at 3527, while payments for construction projects should go to Lyn at 3125. Ruby at extention 3844 can make you a copy of any checks, check requests or purchase orders that have been processed.

Last Updated: 04/21/2008