OATdb Archive - Sam Houston State University

OATdb Archive

2008 - 2009

Accounts Payable

Goal

Efficiency In Accounts Payable

Accounts payable will operate efficiently.

Objective

Timely Payments To Vendors

Accounts Payable will process vouchers in a timely manner.

Indicator

Annual Report Of Accounts Payable Statistics

An annual report will be provided to the Business Office Director with accounts payable statistics after fiscal year end.

Criterion

Timely processing

A report of the average number of days from the date placement of an encumbrance on an existing order to the processing date of the payment, will be included in a report to the Business Office Director. At least 75% will be processed within twenty days of receipt of invoice.

Finding

Timely Process In Progress

The findings for this goal will be completed after the 8/31/09 year end close.

Objective

Effective Campus Community Training

Accounts Payable will conduct training.

Indicator

Identifying And Training Departments/employees

Accounts Payable will work with Administrative Accounting and/or Purchasing to identify departments/employees that need training.

Criterion

Number trained

A record of the departments/employees trained will be reported to the Business Office director.

Finding

Number Trained By Accounts Payable

The report will be prepared after fiscal year close.

Action

Training Evaluation

Although the report on training statistics will not be available until after FY 2009, it has been determined that just providing training does not measure the effectiveness of the training given. In FY 2010, Accounts Payable will need to provide a customer satisfaction survey for those completing the training or some other form of measurement of the effectiveness of the training received.

Update to previous cycle's plan for continuous improvement

Plan for continuous improvement At least 75% of the time, the Accounts Payable staff must process voucher payments to vendors within 20 days of the receipt of an invoice. Paying the University bills on time ensures the University of maintaining a wide variety of vendors available so the best price/highest quality can be achieved on all purchases.

To ensure the campus community is properly following policy and procedures to allow Accounts Payable to pay vendors in a timely manner, training will be offered by the Accounts Payable Staff. However, this training must not only be provided, but also an evaluation of the effectiveness of the training must be devised. In FY 2010, this aspect of the training will be addressed either through a consumer survey or through the creation of an error report which will assist in identifying those training participants which are still making errors in payment processes necessary for the timely payment to vendors for products and services received.