Presented by: Jeff Roose – AP Supervisor [email protected] 525-7345 Working Together, Better Welcome AP Contacts & Phone Numbers Invoices Keyed in the First Quarter Invoice Review Checklist Guidelines for Submitting Invoice Batches Keying an Invoice Keying a Credit Memo Finding a Vendor in MUNIS Paid Invoice Inquiry Check Inquiry Holding Warrants – Special Mailing Requests Auditor AP Portal Applications Accounts Payable Directive: Pursuant to Ohio Revised Code 319.16, warrants shall be issued upon presentation of the proper order or voucher and evidentiary matter for the moneys, and keep a record of all such warrants showing the number, date of issue, amount for which drawn, in whose favor, for what purpose, and on what fund. If the validity of an expenditure is uncertain, the agency who presented the voucher shall be notified. In English, we verify who, what, where, when, and why the expenditure was fulfilled, and then cut a check. Keep in mind, invoices, from time to time, may need to be returned to an agency for clarification; please don’t take it personally, we’re just doing our job. Auditing: We base our internal reviewing practices on recommendations & bulletins from the Ohio Auditor of State (AOS), opinions of the Ohio Attorney General, the Ohio Revised & Administrative Codes, and applicable Federal, State or Local regulations. Presented invoices that do not conform to established policy, reflect indistinct detail, or which may be misconstrued as not having Proper Public Purpose may be returned so that additional substantiation may be provided. Invoices that are unique in nature should be accompanied by an signed memo explaining the special circumstance of the expenditure. Supporting Language: Invoices which do not provide line item detail or that are guaranteed by contract, resolution or grant must include the following verbiage: “I certify that the claims made to (AGENCY) for payment of purchased services are for actual services rendered for eligible and allowable program activities. The supporting documentation associated with this payment request, is being stored at our office and shall be made available for audit if required.” The invoice also needs to be signed and dated by the individual authorizing the expenditure. Payment Processing: To expedite payment to your vendor, please ensure that your agency’s policy and procedure is being followed and the original invoice contains all the data necessary for our review. Each invoice must also be endorsed and stamped received by authorized personnel. Finally, don’t forget to code batches that require special processing in MUNIS, especially since several alternate payment types have been implemented in the past couple of years. CAROLYN 525-7387 JANET 525-7389 MELISSA 525-5910 ANIMAL CONTROL CHILD SUPPORT JFS AGING AUDITOR DATA CENTER RECORDER MICROFILM CORONER BOE PUBLIC HEALTH SOIL & WATER ADAMH CHILDREN SVCS CBCF COMMISSIONERS PURCHASING & FLEET MGMT PFM EDP HR SANITARY ENGINEER HS & JPU TREASURER SHERIFF VETERANS SVCS ENGINEER MORPC FCBDD EMERGENCY MGMT LAW LIBRARY PROSECUTOR CT OF APPEALS COMMON PLEAS CT DOMESTIC & JUVENILE CTS PROBATE CT CLERK OF COURTS MUNICIPAL CT MUNICIPAL CLERK PUBLIC DEFENDER Sally Damceski is the point of contact for Purchase Order modifications; she also maintains the returned check log & provides copies of submitted invoices & redeemed checks. Contact her at 525-7346 or [email protected] Questions regarding Vendors, W-9s & 1099s should be directed to Jeff Roose at 525-7345 or [email protected] Questions regarding Unclaimed Funds should be directed to Melissa Belhorn at 525-5910 or [email protected] MUNIS Technical issues should be directed to Troy Shaffer at 525-7381 or [email protected] All other MUNIS AP issues should be directed to Jeff Roose or Melissa Belhorn.