Accounts Payable
- Blanket Purchase Requisitions/Orders
- Invoices/Payments/Vouchers
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Employee Expense Claims
Forms Available in SharePoint in Business Services – Public/Accounts Payable. SharePoint can be accessed through the Insite Portal or your Microsoft mail.4cd.edu login.
Employee Expense Claims:
Each employee will complete the Employee Expenses Claim Form. Once the form is completed the employee will need to sign and scan the completed form along with all required back up documentation per BP 9.22 and email the complete packet to their manager for review. Each manager will need to review, approve, and sign the Employee Expenses Claim Form. Upon signature, the manager will scan the form and email the complete packet (form and backup) to AHarvey@losmedanos.edu for payment processing.
Procurement Cards:
Procurement Card statements will be sent electronically to card holders. Each card holder will then need to scan and send the statement and all required backup documentation to the appropriate approving manager for review and approval. Once each manager has approved the statement, the manager will then sign and email the complete packet to AHarvey@losmedanos.edu for payment processing.
Ordering Supplies:
At this time please route all supplies/materials purchases through your supervisor and VP for prior authorization. Please remember to use the appropriate vendor accounts to make purchases as those should be the default payment method and send deliveries to the campus as normal. The campus receiving department is currently staffed to receive shipments. If there are special/unique purchases that need to be purchased through procurement cards reach out to your VP to coordinate those purchases.
All Other Invoices:
All other invoices will also be processed electronically through one of the following processes.
For Paper Invoices - This means that invoices along with their required backup documentation will first need to be scanned. For each invoice complete the new electronic voucher label form. Then email the complete packet (invoice, backup documentation, and electronic voucher sticker form) to the approving manager for review and approval. Once approved, each manager will need to sign the new electronic voucher label form, and then email the complete packet to AHarvey@losmedanos.edu for payment processing.
For Electronic Invoices – Invoices already electronic. Only required backup documentation will need to be scanned. For each invoice complete the new electronic voucher label form. Then email the complete packet (electronic invoice, backup documentation, and electronic voucher sticker form) to the approving manager for review and approval. Once approved, each manager will need to sign the new electronic voucher label form, and then email the complete packet to AHarvey@losmedanos.edu for payment processing.
Special Service Contract Requisitions:
The authorized individual in each department will initiate the completion of the Special Service Contractors Requisition. Once the Special Service Contractors Requisition is completed, it is routed electronically to the appropriate manager in the department with authorization to sign. Once signed, the form will then need to be scanned and emailed to AHarvey@losmedanos.edu for further processing.
Contact:
Alex Harvey Account Clerk 925-473-7344 aharvey@losmedanos.edu