Accounts Payable | BRCC (2024)

Accounts Payable Information

The Accounts Payable department values excellence in service; we ensure that all payments and reimbursem*nts are processed timely, accurately, and in compliance with College, State, and Federal regulations.

Forms

• W-9
• Electronic Funds Transfer Enrollment Form
• Petty Cash Reimbursem*nt Form
• Acknowledgement of Services Completed Form

Frequently Asked Questions

What is the status of invoice 1234567?

Send an email to accountspayable@mybrcc.edu; please include your vendor name, invoice number, amount of payment, and the Baton Rouge Community College purchase order number, if known.

I turned in my expense reimbursem*nt today, Wednesday, at approximately 1:30pm. How soon will the check be mailed?

If all of the required documentation is presented and everything is in order, payment will be disbursed the following week. All requests must be submitted to Accounts Payable by noon on Wednesdays to be reviewed for payment for the Thursday check run. It is the requestor’s responsibility to submit payment requests in a timely manner, at the minimum of seven business days before payment is required.

What are some common delays in processing an invoice?

Some common delays are as follows:

• The vendor has not been established in our accounting system
• Documentation missing such as approval, invoice, or confirmation of receipt
• Vendor forwarded the invoice to the incorrect address

If I get an invoice in the mail, what do I do with it?

If you receive an invoice, whether it’s in the mail or from items picked up by your department, please send the invoice to the Office of Accounting and Finance immediately, with the purchase order number printed on it. For items picked up by the department, be sure someone in the department signs and dates the receipt/invoice showing that the items were received/picked up. If the invoice is for a service and the service has been completed satisfactorily, sign the invoice, and write “OK to Pay” and forward the invoice to the Office of Accounting and Finance for payment processing.

To ensure that payments are made in a timely manner, all invoices should be directed to the following address and not to the individual/department:

Why is it necessary for me to sign receipts for purchases that I pick up or for services received?

The State requires that there be proper proof that merchandise or services were received prior to payment. For items delivered to Receiving, the original packing slip (Packing Slip Substitute Form) is forwarded to the Office of Accounting & Finance. However, on items that a department picks up themselves (i.e. Wal-Mart, Fast Signs, etc.) or for services performed by a vendor, it is necessary for someone in the department to sign off on the receipt as verification that the merchandise and/or services were received. In the event that a receipt or original job ticket is not available, a Packing Slip Substitute Form or Services Completed Form is acceptable.

What do I do if I need to send copies with the check?

The original invoice will remain in Accounts Payable. Attach a copy of the document you want to go with the payment or email accountspayable@mybrcc.edu with your request.

What information is included on the check?

Vendor name, address, check date, and payment amount. The check stub will identify the invoice number, date, and amount of the respective invoices.

I need to put a ‘stop payment’ on a check. What do I do?

You can request a stop payment in person, via email, or by facsimile. You may send us a fax at (225) 216-6995 or email accountspayable@mybrcc.edu with the following information:

• Payee’s name
• Check number
• Check date
• Amount of the check
• Reason for the reissue
• Distribution instructions
• Correct mailing address, if applicable
• Special mailing instructions (e.g., Federal Express or Airborne Express account number)

Checks can be reissued only to the same vendor name and for the same amount as the original check. If a check has been made payable to the incorrect vendor name or for the wrong amount, the check will need to be cancelled and another check payment will need to be processed.

I made a purchase on behalf of the college for materials and supplies and was charged sales tax. Is sales tax reimbursable by Baton Rouge Community College?

Taxes cannot be reimbursed to you. BRCC is a tax-exempt entity. In the event that you need to make purchases on behalf of the college, please stop by the Office of Accounting and Finance or Purchasing to obtain a copy of our tax exempt certificate. The certificate must be presented to the vendor upon check-out.

Can the office pay for food for a staff celebration?

No. That is considered personal.

Our department wants to order food for a staff meeting. Can the department pay for it?

These types of expenses are looked at very closely and each invoice is reviewed carefully. Please refer to State of Louisiana PPM 49 – Special Meals. Full text including who (attendees), what (business purpose/benefit to BRCC), when (time frame), where (location of meeting), and why (justification for providing the meal) needs to be recorded in the Special Meals Request Form. All attendees must sign in using the Special Meals Event Sign In Sheet.