Responsibility includes auditing sponsored program invoices against purchase orders and receiving information to ensure vendor information, product description, order quantity, unit price, and extended price agree.
Verify freight terms on purchase order and follow auxiliary policy on the payment of freight.
Review payment terms, identify discounts and apply to payments within allowable time frames.
Must apply applicable State Administrative Manual regulations, State Controller Office regulations, Chancellor Office, and auxiliary policies as required to the payment of these invoices.
Identify those product and service purchases that require the calculation of sales and/or use tax, determine percentage taxable, and appropriately record tax in Accounts Payable system.
Validate the remittance information to ensure payment is delivered to the correct payee address.
Review match exceptions on a semi-weekly basis. Determine and take appropriate action, which may include contacting Purchasing or Receiving to investigate, the vendor for additional clarification, the ordering department for information.
Take independent action on correcting those match errors within Accounts Payable jurisdiction.
Responsible for auditing direct expenditure payment requests for all grant payments/sponsored programs award payables to determine if allowable within set guidelines and policies.
Review justification/purpose and determine if adequate information has been provided to explain benefit to the university.
Verify any required backup documentation and signature authorization on requests.
Determine if Purchasing or A/P manager approval are required and obtain.
Determine and assess applicable sales or use tax to purchase.
Ensure any applicable documents (registration, permit, license fee, subscription, membership, or other forms) were completed by requesting department and ready for submittal with check to vendor.
Responsibility for monitoring assigned direct expenditures that are received on a regular basis (monthly, quarterly, or annually - such as utilities) where ongoing approval has been established from the department in memo form to Accounts Payable.
Responsible for ensuring anticipated invoices are received and audited to specific guidelines associated with them.
Independently identify and resolve problems with such invoices, ensure missing invoices are obtained and paid prior to established due dates.
Responsible for auditing independent contractor payments to ensure proper protocol has been followed by requesting department.
Understand, interpret, apply, and explain applicable State Controller, Chancellor Office, and auxiliary polices related to accounts to staff, faculty, and outside vendors. Make sound independent decisions in terms of applying policies.
Assist in reconciling travel and employee expenses, p-card charges and help in the training of campus stakeholders. Manage Complex Processes:
Troubleshoot items on hold, resolve system errors in concert with Procurement and ITS
Assist the Sponsored Programs Research Analysts and PI community in resolving complex invoicing concerns, making special calculations, tax accruals or uploads/interfaces
Handle the void check/reissuance process as required.
Manage international payments, wire transfers and currency conversions.
Handle special projects as assigned Accruals and Closing.
Processes payment requests and invoices for timely closing. Handles accruals at year-end.
Responsible for auditing and reconciling Procard statements, review supporting documentation and determine if allowable expenses are within guidelines and policies.
Coordinate with Procurement to confront late reconciliation, policy violations, and card suspensions.
Review sales taxes and complete use tax accruals when necessary.
Submit monthly use tax accrual spreadsheets for reporting.
Responsible for verifying, interpreting, and applying data vendor record information for each payment to ensure proper identification and reporting of taxable income in accordance with IRS and Franchise Tax Board regulations.
Calculate and record tax liabilities collected for generating IRS 1099 and FTB 592 tax forms, withholding State tax when applicable.
Responsible for independently organizing and prioritizing assigned invoice and document flow to ensure proper attention is given to work in terms of issuing payments within terms and resolving problems in a timely manner.
Other duties as assigned
Requirements :
Experience: Equivalent to three years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities.
Education: Any equivalent combination of education and experience which provides the required knowledge and abilities.