Table of contents:
Has this Purchase Order been paid?
This can easily be answered by logging into the
Datatel CF system and looking up the Purchase Order in question, using
mnemonic PINQ. Note the status of the Purchase Order at the top of the
PINQ screen. Check out the Accounts Payable Handout section for a copy
of other Datatel mnemonics and useful tips.
What object code should I use?
To assist the departments in the proper use of the
expense objects we have created a handout with descriptions for each
expense object. Check out the Accounts Payable Handout section on this
website for a list of expense objects.
When can I pick up my check?
Checks are available for pickup after 3:00 p.m. at the
front desk in the Controller’s Office. Your department will receive an
e-mail when a check is available for pickup.
Do I notify anyone on returns?
Yes, Please notify both Purchasing and Accounts
Payable staff when you return any equipment or supplies. This allows us
to adjust payment accordingly and follow up on the status of credit
memos or replacements.
When do checks get mailed?
Unless a specific date is indicated on the
requisition, vendor payments are mailed on Friday.
What options are available if I missed the check deadline?
In special circumstances, a check may be needed
outside of the normal check processing cycle. Emergency check requests
require approval from the Controller. All necessary paperwork (RQ, TR,
ICP) needs to be hand carried to the Accounts Payable staff. The
department head can then contact the Controller with the request for
emergency check consideration. Once approved, the paperwork will be
processed and the department notified when the check is available for
When do I pay sales tax?
Lewis-Clark State College is exempt from Idaho sales
tax for all institutional purchases. For goods purchased from vendors
located outside of Idaho we are not required to pay sales or use tax if
the goods are received within the State of Idaho. If you take receipt of
the goods anywhere outside the State of Idaho the transaction is subject
to that state’s sales and use tax.
Who has to sign requisitions?
Each department has staff authorized to sign
requisitions. Generally, the department head has signatory authority
with additional signatures as required by the Division. All club
accounts required two signatures; the advisor and one officer of the
club. All computer related purchases require the I.T. Director’s
signature. Grant accounts require the signature of the grant Financial
Technician in the Controller’s Office. After all the signatures are
obtained, the requisition is forwarded to the Accounts Payable staff. We
verify that all signatures are obtained, that a valid account number is
listed, and that funds are available. The requisitions are then batched
and delivered to Purchasing for processing the next business day.
I picked up the invoice with my
order; does the Controller’s Office need it?
Absolutely! Most vendors only provide one invoice for
our records. If your department receives the invoice in the mail or
obtains the invoice at the time of delivery please forward the original
invoice to the Accounts Payable staff in the Controller’s Office for