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KPC Administrative Services manages all accounts payable (A/P) functions in house. Invoices, check requests, employee reimbursements and scholarship disbursements are processed and payments are issued to vendors, employees and students.
Invoices are received by A/P through mail and email. Each invoice is matched with the corresponding Purchase Order (PO) to ensure accuracy.
The invoice is sent to the requisitioner through KACE. The requisitioner reviews the attached invoice and replies with a comment giving approval to pay or not to pay noting any inaccuracies. Simply stating “OK TO PAY” is sufficient to proceed. Change the owner of the KACE ticket back to the A/P technician. The KACE ticket is printed and attached to the invoice as proof of approval to proceed with payment. Payment to the vendor is made via check or electric funds transfer
Direct payment via check can be requested. Complete a purchase request form (PR). Check the check request box on the form. Requesitioner and approver must sign. Submit PR along with a completed W9 to the A/P technician for further processing. The A/P technician will obtain signatures for budget and procurement approval once the check request has been vetted.
Employees can obtain reimbursement for pre approved out of pocket expense under $50 through the KRC bookstore/KBC business office. The Employee Reimbursement Form must be completed for expenses over $50. Completed forms can be submitted to A/P for processing. Employees signed up for direct deposit through UAOnline (separate from payroll direct deposit) will receive reimbursement via direct deposit.
Scholarship/financial aid disbursements are generated through KPC accounts receivable (A/R). Students have the option to sign up for direct deposit through UAOnline. Checks are mailed to the address listed in Banner at the time the check is generated.
Checks are printed a minimum of once a week. Payment should be received within 5-10 business days after processing is complete.