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Financial Services
Accounts Payable
EFFECTIVE JULY 1, 2008: ALL University funds are subject to the state procurement regulations and therefore all purchases must be routed through established University purchasing processes.
When preparing purchase requests, departments must use campus sourcing first. In other words, all purchase request forms must go to one of the following areas on campus:
•Central Stores •Information Technology •Campus Mail •Print Shop •Plant Operations •Library •Business Services
Please refer to the Purchasing Website for further information.
Only Agency funds are currently excluded from purchasing processes. (Funds 60000, 61000, and 62000) If an agency fund requires payment, a memo must be issued to Financial Services requesting a payment be made accompanied by an original receipt. Agency accounts are taxable for sales tax purposes. (If a vendor refuses to charge sales tax on a purchase made out of an agency account, the University must ask for a corrected invoice including tax or obtain a signed statement from the vendor explaining that they refuse to charge the applicable sales tax.)
Effective July 1, check requests no longer exist. Accounts Payable will no longer process invoices/payments via Check request. If a department receives an invoice for payment, please forward to Accounts Payable via the Request for Payment Form.
Payments from Agency Accounts as well as Requests to Refund certain types of fees may be submitted directly to Financial Services – Accounts Payable.
Our Accounts Payable staff will process invoices for payment as follows: Margie Thompson will process all payments for vendors A to M and Pam Vickers will process all payments for vendors from N to Z.
If we can provide help while you implement these new guidelines, please let us know by contacting Accounts Payable at 333-5708 or emailing mthompso@valdosta.edu or plvickers@valdosta.edu .
Frequently Asked Questions on Accounts Payable
- Where is the Accounts Payable and Travel Office Located?
- Can an Accounts Payable check be issued to another department on campus?
- How many copies of documentation should be attached to the Request for Payment form?
- What forms should I send to the Accounts Payable Office and what forms should I send to Purchasing?
- If there is a Purchase Order, will an invoice need to be submitted with an Request for Payment form?
- How do I get a vendor's Taxpayer Identification Number?
- What is the turn around time for an Accounts Payable Request for Payment?
- How do I pay a Business for Services?
- Why hasn’t an invoice been paid?
- What is the status of my payment? Can I check invoice/payment status online?
- When is a Stop Payment placed on a check?
- Can I pay for something with personal funds and get reimbursed?
- What if a vendor does not accept the P-Card?
- Why do I have to notify Warehouse that items on a Purchase Order have been received in the Department?
- Why do I have to turn in original receipts?
- Why am I required to itemize my receipts?
Foundation accounts are handled through the VSU Foundation.
If you have any questions please email Margie Thompson or Pam Vickers or call us at (229) 333-5708.