Accounts Payable

ASOC payments

Whom to Contact:
Lea Witmer - (510) 659-6141

Fill out Payment or Purchase Request Associated Students of Ohlone College 1/2 sheet form. Include account number and signatures. Fund 79 requires 2 signatures - Faculty or Dean and Dean or VP; Fund 71 requires 4 signatures - ASOC Treasurer, Club Advisor/Trustee, Director of Campus Activity, and Vice President; Fund 81 activity code starting with 84... 2 signatures required - Dean and VP; Fund 81 activity code starting with 86... requires 4 signatures - same as for Fund 71. Attach form to invoice or receipts if it's a reimbursement and submit to Accounts Payable by 12:00 Wednesday for payment on Thursday. Checks are dated Thursday's date and mailed.

Cal Card/US Bank payments

Whom to Contact:
Lea Witmer - (510) 659-6141

US Bank statements are due to Accounts Payable complete with receipts attached and 2 signatures by the first of each month. Absolute last day to turn in is the 10th of the month. If not turned in by 10th you are reported to Purchasing and most likely will have your card suspended.

Non-Travel Reimbursements

Whom to Contact:
Vendors with last name starting A-K: Sherri Medeiros - (510) 659-7313
Vendors with last name starting with the letters L-Z: Lea Witmer - (510) 659-6141

Fill out the Accounts Payable Check Requisition Form (found in the mailroom) and return to Accounts Payable by 12:00 Tuesday in order to be paid that week. Include receipts, Budget code, reason, and signature of supervisor or dean.

Payment of Invoices (Excluding ASOC)

Whom to Contact:
Vendors with last name starting A-K: Sherri Medeiros - (510) 659-7313
Vendors with last name starting with the letters L-Z: Lea Witmer - (510) 659-6141
Bond and Capital Projects: Arti Damani - (510) 659-6022

BPO and PO are required for all invoices except Reimbursements and CALCARD/US Bank. Submit a Purchase Requisition to Purchasing to start the process. To pay invoices a PO/BPO and a verification that services or items have been received is required. This can be done by actually signing the invoice itself or by email. Invoice needs to be in Accounts Payable by 12:00 Tuesday in order to be paid that week. Checks are cut on Wednesdays with Friday's date. Checks are mailed on Fridays. 30 days from date of the invoice is standard payment date.

Travel Reimbursements

Whom to Contact:
Vendors with last name starting A-K: Sherri Medeiros - (510) 659-7313
Vendors with last name starting with the letters L-Z: Lea Witmer - (510) 659-6141

First a Travel Authorization Form is required before travel. To get reimbursed submit a Claim for Travel/Conference/Course Reimbursement Form with signatures and account code/s and receipts to Accounts Payable. If the Travel Authorization Form was not sent prior to travel, then include with the Travel Reimbursement. No receipts/No reimbursement. Needs to be received in Accounts Payable by 12:00 Tuesday in order to get reimbursed that week. Both the Travel Authorization and Travel Reimbursement Forms can be found in the mailroom or online.

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