Financial Services

ASC Accounts Payable Info Session

Presenters: Myleah Xiong, Michelle Dean, Daniella Laura

Presentation Date: March 25, 2025

Duration: 50 min, 56 sec

Keywords: Purchasing cards, billing cycle, p-card checklist, IT authorization, travel reimbursement, vendor vetting, check request, financial forms, Amazon business, hospitality form, mileage log, travel policy, competitive bid form, rush fee.

Summary: The ASC Accounts Payable info session covers key topics including PCards, travel, vendor vetting, and check requests. Presenters emphasize the need for clear documentation and proper authorizations, especially for IT, hospitality, and travel. The session also outlines vendor verification steps, the check request process, and addresses common questions like remote Amazon deliveries and IT approval for equipment.

View the Accounts Payable Info Session & FAQ Video

Frequently Asked Questions & Answers

For assistance, please contact Daniel Gaytan at dgaytan@fullerton.edu.

 

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ASC Financial Learning Series: Purchase Orders and Contracts

Presenters: Lea Medina, Myleah Xiong, Michelle Dean, Daniella Laura

Presentation Date: November 4, 2025

Duration: 16 min, 08 sec

Keywords: purchase orders (PO), contracts, independent contractor agreement (ICA), service agreement, sole source, competitive bid, grant administrator, accounts payable (AP), $5,000 threshold, IT authorization, hospitality justification form, vendor vetting

Summary: The Auxiliary Services Financial Learning Series video details the procedures for Purchase Orders (POs) and various Contracts, outlining essential steps for procurement compliance. POs must be accurately completed with supporting documents like IT Authorizations or Hospitality Justification Forms, and all purchases over $5,000 require documentation for competitive bidding or a Sole Source justification. The video differentiates between Independent Contractor Agreements (ICAs) for sole proprietors and Service Agreements (SAs) for corporations, emphasizing that all contracts must be fully executed and approved by the Executive Director before services begin. The standardized workflow requires the request to be submitted with a checklist and supporting documents to the Grant Administrator for budget approval before going to Accounts Payable (AP) for processing, which typically takes ten business days but may be delayed by new vendor vetting or missing documentation.

View the Purchase Orders and Contracts Training Video

For assistance, please contact Lea Medina at lemedina@fullerton.edu