Frequently Asked Questions
Q. What is the status of invoice I1234567?
A. Accounts Payable can assist you with this request. You can contact
us by phone at (225) 216-8602 or send us an email message to accountspayable@mybrcc.edu
which includes: your Vendor Name; Vendor ID (usually your Tax-payer
Identification Number); invoice number, amount of payment and the Baton
Rouge Community College Purchase Order number, if known.
Q. I turned in my expense reimbursement on today, Wednesday, at approximately
1:30pm. How soon will the check be mailed?
A. 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.
Q. What are some common delays in processing an invoice?
A. Some common delays are as follows:
1. The vendor utilized has not been established in our Accounting System,
2. Insufficient documentation, such as approval, invoice, confirmation
of receipt, or
3. Invoice forwarded to incorrect address
Q. If I get an invoice in the mail, what do I do with it?
A. 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.
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:
Baton Rouge Community College
Attn: Accounts Payable
201 Community College Drive
Baton Rouge, LA 70806
Q. Why is it necessary for me to sign receipts for purchases that I
pick up or for services received?
A. 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.
Q. Why is it important to have the signature of the budget authority?
A. The budget authority takes responsibility that payment is accurate,
allowable and appropriate.
Q. Can I use a signature stamp of the budget authority and then add
my initials?
A. No. Only original signatures are accepted. No forgeries or stamps.
Q. What if either the claimant of the budget authority is out of town?
Will a faxed copy be accepted?
A. Yes. Follow up by sending the document with original signatures when
the claimant or budget authority returns. If someone has been appointed
to act on behalf of the individual in their absence, they may approve
the request by signing the budget heads signature with their initials
next to the signature.
Q. What do I do if I need to send copies with the check?
A. The original invoice will remain in Payables. Attach a copy of the
document you want to go with the check to the Purchase Requisition and/or
Authorization to Travel.
Q. What information is included on the check?
A. Vendor name, address, check date and payment amount. The check stub
will identify the invoice number, date and amount of the respective
invoices.
Q. What is the easiest way to search for a vendor?
A. Searching by Tax I.D. # is probably the easiest.
Q. I need to put a 'stop payment' on a check. What do I need to do?
A. You can request a stop payment in person, via email or facsimile.
Stop by the Office of Accounting and Finance and complete a Request
for Stop Payment form. Alternatively, you may send us fax or an email
message to: (225) 216-6995 or accountspayable@mybrcc.edu with the following
information:
1. payee's name,
2. check number,
3. check date,
4. amount of the check,
5. reason for the reissue,
6. distribution instructions:
7. correct mailing address, if applicable, and
8. special mailing instructions (e.g., Federal Express or Airborne Express
account number)
