Accounts Payable Office
62 Alumni Drive
Castleton, VT 05735
Phone: 802-468-1219
Fax: 802-468-6470
Hours: 8:00 am – 4:30 pm (4:00 pm in summer)
E-mail: Suzanne.Gernhardt@castleton.edu
Mission
The Accounts Payable Department strives to provide high quality service to the Castleton State College community and all vendors by processing payments in a timely manner in accordance with established policies and procedures.
Information for Accounts Payable:
Forms as Printable Document
CHECK PROCESSING:
- Checks are printed Tuesdays and Fridays. Please allow 7 to 10 days for processing.
- Please make sure the request is filled out completely, including the account number to be charged, and signed by the appropriate person. We are required to have the address and taxpayer identification for each person or vendor to whom we issue a check.
- Holidays may extend the processing period.
PETTY CASH:
- $25.00 limit per slip
- Please make sure that the full account number to be charged is entered along with a short description.
- Only authorized staff/faculty may sign slips.
- Slips are available in the Accounts Payable Office.
P-CARDS:
The VSC Procurement Card (P-Card) Program is administered through GEMasterCard. It is intended to streamline the purchasing process, enabling designated users to order on-line to make business-related purchases, eliminating the need for purchase orders and check requests for items under $1,500.00. If you would like to apply for a card please go to: https://genetapps.com/Login_user.asp (Login is VSC, User ID is Apply). A training session must be attended before a card will be issued. Please read the P-Card Manual and Policy to understand your rights and responsibilities regarding the use of the P-Card.
TO CREATE A REQUISITION:
- In “Quick Access” box, type XREQ
- Enter “A” to add a new requisition
- Hit ENTER twice to automatically assign a requisition number
- The date will default in
- Type your name in Initiator
- Enter the Vendor ID number or type in the first three letters of the vendor name to obtain a list of vendors to choose from. If the vendor is not in the system, please contact Accounts Payable to set it up. DO NOT just type in the name and address.
- In the SHIP TO field, type “2…”, choose appropriate code, and enter.
- You may drill into the SHIP TO field and insert the name of the person the items should be shipped to.
- Drill into APPROVALS. In the Next Approvals field type in the User ID of your budget manager, dean, or whoever approves your requisitions (see below).
- Enter the AP Type (mandatory). Castleton’s is 021
- Drill into LINE ITEMS
- Drill into Line 1 and enter description, price, quantity, unit of issue, and the general ledger account number. F9 will bring you back one screen. You can add more items here or F10 to go back further.
- Drill into PRINTED COMMENTS to add comments, fax #’s etc.
- Change REQUISITION DONE from no to YES. F10
- System will supply requisition number.
APPROVALS:
- Requisitions greater than $2,000 are approved by the Dean of Administration
- Requisitions $1,000 > $2,000 are approved by Appropriate Dean &/or Agency Head
- Requisitions under $1,000 are approved by Department Chair or Office Director
- Requisitions for Chemical purchases must be approved by Chemical Hygiene Officer.
- Requisitions for Computer related purchases must be approved by the Director of Information Technology
- All equipment purchases must be approved by the Dean of Administration
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