Accounts Payable Functions

Approximately 16 million dollars is paid to outside vendors per year. There are various methods of making these payments:

1. against purchase orders (encumbered)
2. against requisition (unencumbered) purchases made by the Purchasing Office
3. for consulting service on check request with service agreement (if prior to February 15, 1997, see Consultants)
4. against contract purchase orders -- blanket and pool orders
5. as reimbursements to the staff of LDEO for purchases (non-travel)
6. visiting scientists or other visitors for related business expenses
7. against check enclosed purchase orders
8. for goods and services (utilities, freight, etc.) on un-encumbered monies

Payments for these various types of purchases are issued in several different ways:

1. by check request
2. by purchase order
3. by check enclosed purchase order
4. wire transfer
5. on rare occasions via money order

Most payments requiring a check are submitted to the University via the AP/Car system. Once approved, checks are generated and the appropriate Financial Accounting System (FAS) account(s) are debited.

There are three and one half full-time people in Accounts Payable (A/P). In addition to processing invoices for payment, A/P is responsible for dealing with vendors to resolve any difficulties, verifying account numbers and receipt of merchandise with LDEO staff for other than purchase orders (P.O.'s), and identifying erroneous expenses on FAS.