The Accounts Payable department is located in Sadler Hall, Room 105. Office hours are weekdays, 8:00am to 5pm.
Phone: (817) 257-5118
Fax: (817) 257-7733
Address: TCU Box 297011
Fort Worth, TX 76129
A. General Information:
INVOICES: Direct questions regarding vendor invoices to the following individuals:
Nova Johnson (257-7837) - Vendor names beginning with the letters A-K
Carla Ayala (257-5509) - Vendor names beginning with the letters L-Z.
Sharlyn Poe (257-6052) - Student account refunds, room and board, student stipend payments.
Sandra Fangman (257-5118) - Hotels, honorarium requests, contract labor payments, country club payments.
Mary Kaszynski (257-7839) - Travel advance requests, expense reimbursements, EAR inquiries.
Denise Phillips (257-5296) - Travel advance requests, expense reimbursements, EAR inquiries.
Kathy Brandon (257-5110) - Office supply vendors, W-9 forms, travel agency vendors, BRITE invoices
Elaine Martinez (257-5107) - Purchase order requests.
Peg Meroney (257-7841) - Director of Financial Operations.
Department bills must be approved for payment by affixing the budget codes on the original invoice and obtaining the budget manager's signature. Send the approved invoice to Financial Services. Do not send statements or balance forward notices in place of an invoice. If necessary, call the company for a replacement invoice. Retain a copy of invoices submitted for payment in your department file marked with the date submitted. Do not budget stamp the remittance copy or packing slip.
B. Weekly Check Printing:
The TCU Accounts Payable department processes all vendor payments on weekly check runs. The weekly check run begins on Thursday morning. Checks are available for disbursement each Friday at noon.
In accordance with this policy, please be aware of the following deadlines:
- For an invoice to be paid on the weekly Friday check run, it must be received by Accounts Payable no later than Wednesday noon. Note: The vendor's regular payment terms still apply. It helps to let Accounts Payable know if you have any ASAP payments.
- Accounts Payable must receive any special instructions (hold at cashiers for pickup) for the check no later than Wednesday noon.
- Accounts Payable should receive all invoice backups for vouchers input by other departments directly into PeopleSoft Accounts Payable by Wednesday noon.
- If you have an extreme emergency and must have a check prior to the weekly Pay Cycle, you must have the written approval of your department's Vice Chancellor.
Any variation of the above policy will delay your check printing to the next weekly Pay Cycle.
C. To Submit Requests for Payment for Services Rendered:
If the service is being furnished by a TCU employee, payment will be included on that employee's payroll check. Non-employees will be paid via Accounts Payable check. Always include the payee's name, social security number, and complete permanent mailing address, even if the check is to be picked up. These requests should be submitted on an honorarium form, unless an invoice or bill has been submitted to you. Make sure all lines of the form are complete. Include the permanent mailing address -- not a TCU post office box address. The payment is taxable income and must be reported to the Internal Revenue Service.
D. To Submit Request for Payment Enclosed Orders:
Attach to a TCU Requisition Form some sort of backup (registration form, order form, or letter of request) which shows the purchase price, company name, and company mailing address. Include the name of the department ordering and the address the order should be shipped to on your backup documents. Indicate on the requisition if the check should be held for pick up.
E. To Pick Up A Requested Check in Sadler Hall Room 104:
- Know the payee's name.
- Know the amount of the check
- Know whether the payment is a refund, registration, reimbursement, or payment for services.
- Look at the check when it is given to you to ensure that it is your check. Many times checks to a particular vendor are requested by more than one department.
- Reimbursements under $30 can be picked up in cash.
F. Mileage Reimbursement
The business mileage reimbursement rate for university business is 58.5 cents per mile as of 7/1/2008. Claims for reimbursement are filed using the "TCU General Expense Report Form (available in Sadler Hall, Room 105) including a detailed itinerary of the auto use and the budget manager's signature.
The mileage reimbursement rate for moving is 27 cents per mile as of 7/1/2008.
G. Rolling Stock -- Auto Licensing Tags or Renewal Stickers:
Deliver Texas Department of Transportation Renewal Notices to Beverly Griffith, Sadler Hall Room 104. Departments will be notified when the tags are purchased and available. A photocopy of the license receipt and title verification will be provided that should be kept inside the glove compartment of university vehicles.