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Accounts Payable Office – Working Remotely

Posted on: Mar 19, 2020

In an effort to maintain the health and safety of our Campus Community 
the Accounts Payable office is closed and our staff are working remotely from home.
 
However, business continues and we will make every effort to have vendors paid and employee reimbursements processed in a timely manner. 
 
Effective immediately Accounts Payable will be transitioning to payable paperwork being routed and approved electronically.
 
 
Yearend Closure:
Unfortunately, our financial yearend of March 31, 2020 still applies and is less than 2 weeks away. We ask that everyone ensure that any payable paperwork on their desks or in their offices, including Vendor Invoices, Cheque Requisitions, Employee and Non-Employee Expense Claims, be forwarded to Accounts Payable Office by interoffice mail before Friday, March 20th. 
 
After this date all payable paperwork will need to be scanned and emailed to accountspayable@concordia.ab.ca.
 
Invoice Approvals:
Accountspayable@concordia.ab.ca will email all invoices received to Budget Control Officers.  The Subject line on these emails will be:
 
Approval Needed:  Vendor name, invoice # and invoice $
 
Please reply to this email and provide your approval along with GL account number(s) to be expensed.  If there is more than one approval required Accounts Payable will manage this. 
 
Invoices Sent Directly to CUE employees:
Departments are responsible for forwarding every invoice personally received to accountspayable@concordia.ab.ca .   AP will then follow the approval routing as noted above.    
 
A best practice is for all invoices is to email directly to accountspayable@concordia.ab.ca.  Please ensure that this instruction is passed onto your vendors for all future invoices. 
 
Employee and Non-Employee Expense Claims:
We would anticipate that out of pocket spending will cease.  Fully approved and coded expense claims with original receipts can be sent via interoffice mail to Accounts Payable S208 before Friday, March 20th.
 
After this date properly coded claims must be scanned to accountspayable@concordia.ab.ca (including all receipts).  Accounts Payable will coordinate approval and payment of these electronic claims.  Accounts Payable will still require that the original claims with original receipts be forwarded to Accounts Payable office S208 when employees are next on campus.   The original paperwork will be matched to the electronic claims previously paid. 
 
Travel Expense Claims
As all travel is now suspended all outstanding Travel Expense Claims must be completed and submitted immediately.   Fully approved and coded claims with original receipts can be sent via interoffice mail before Friday, March 20th.  
 
After this date properly coded claims must be scanned to accountspayable@concordia.ab.ca (including all receipts).  Accounts Payable will coordinate approval and payment of these electronic claims.  Accounts Payable will still require that the original claims with original receipts be forwarded to Accounts Payable office S208 when employees are next on campus.   The original paperwork will be matched to the electronic claims previously paid. 
 
MasterCard Statements
All purchasing by corporate credit card should be restricted up to March 31, 2020 for required spending only.  This will assist with our yearend cutoff and ensure that all goods can still be received before yearend.  
 
Once the March 27, 2020 statements are available additional instructions will be provided to cardholders.
 
Rush Cheque Requests
Accounts Payable will not have the ability to process any RUSH cheques. Vendor cheque runs and EFT files will adhere to a strict schedule and will be processed every Friday beginning Friday, March 27, 2020.  The only exceptions will be as required by our yearend close.
 
Thank-you for your assistance in these matters.  Any questions can be directed by email to darlene.czernick@concordia.ab.ca or accountspayable@concordia.ab.ca.