Accounts Payable has the function to pay all officially authorized and approved invoices for the purchase of goods and services which are covered by a University purchase order. Accounts Payable is also responsible for reviewing Payment Requests and Departmental Transfers (RQ) to ensure payments are in accordance with both State and Federal Regulations as well as university policies and procedures.
USC Beaufort's office of Accounts Payable adheres to and follows the policy outlined in USC BUSF 2.19.
Accounts Payable reviews all invoices for adherence to purchasing guidelines. For information before making a purchase, please refer to the policies and procedures outlined by the Purchasing Office.
Phone: (843) 208-8140; Fax: (843) 208-8015
To access the reimbursement process flow chart, please click here.
An employee who pays out of pocket for a legitimate business expense may be eligible for reimbursement. Please follow the instructions below to submit through the appropriate process.
- To see what can be processed on a Payment Request, please visit the Payment Request Matrix.
- If the expense is related to travel activity, even a local conference, all reimbursements should be submitted through the Travel office. Refer to the travel page for instructions.
- If the expense is for a consumable item, ensure that you have filled out a Food Expense Approval form beforehand and received an approved copy.
- If the expense is less than $50, take your paid receipt to the Cashier's Office for reimbursement.
Otherwise, you will need to ensure that an Employee/Student Supplier Form is on file for you. This sets you up as a supplier in PeopleSoft. Once on file, forward your paid receipt to your department administrative assistant with the accounting information noted clearly. They will submit a Payment Request in PeopleSoft and a check will be mailed to the address on the Supplier Form.
For assistance in filling out a payment request, please follow the guidelines found here.
Prior to ordering goods and services and receiving an invoice, a department should always contact the Purchasing office for appropriate processing. Failure to follow State and University Purchasing guidelines may result in an individual being held personally liable for any unauthorized purchase.
- Before creating a Payment Request, please visit the Payment Request Matrix to see what supporting documentation may be required for each type of expense.
- To access the Vendor Payment Process flow chart, please click here.
- In order to receive payment, all vendors must be set up as a supplier in the PeopleSoft financial system. To check if a supplier is already in the database, please follow the steps in this walkthrough.
- To be added as a supplier to our database, the supplier should fill out the Supplier Information Packet. Please note that the ACH information is option but may speed up payment processing time.
- Once filled out, the packet should be submitted to firstname.lastname@example.org.
- If a Purchase Order was required for your goods and services, the invoice should indicate the PO number on it. In order for payment to be made, a receipt must be entered in PeopleSoft against the PO. A walkthrough on how to enter a receipt can be accessed here.
- If the invoice does not indicate the PO number, there are a few ways to find the correct PO number. For a walkthrough on the two most common ways, please click here.
- If a Purchase Order was not required for your goods and services, the invoice will be paid on a Payment Request. A walkthrough on entering payment requests can be accessed here.
Frequently Asked Questions
All invoices, except credit card orders, are to be forwarded to:
University of South Carolina Beaufort
ATTN: Accounts Payable
One University Boulevard
Bluffton, SC 29910
Checks are typically mailed within one week of Payment Request approval and within two weeks of Travel Reimbursement Vouchers and Purchase Order invoices being submitted to Columbia. Please allow additional time for the USC Beaufort Accounts Payable office to review and make changes if necessary. Please also note that payment request approval is contingent on the availability of your department chairs and/or Vice Chancellor or Director. Approval is also contingent on all other factors being in place (i.e. your vendor is set up as a supplier, the item is an appropriate purchase, funds are available, etc).
There is a select number of items that do not need to be procured through a Purchase Order. Please refer to the Payment Request matrix to determine if your item does not require a PO and can be paid on a Payment Request.
For a guide on looking up suppliers, please click here.
There are many ways to find a PO number. For a guide on two of the most common methods, click here.
A receipt is your verification that a vendor shipped you the goods (in good condition) that you ordered or completed the services that you hired them to do. Your digital verification lets Accounts Payable know that their invoice is ok to pay once it is received. A walkthrough on how to enter a receipt can be found here.
Currently, Purchasing Card allocations and Travel still require the use of your 'old system' department and fund (ex: 17220 D902). All Purchase Orders, food requests, and payment requests require the use of your 'new' department and fund (ex: 921059 D0905 502). Use the crosswalk in PeopleSoft to translate between the two. For a guideline on using the crosswalk, please click here.
An honorarium payment is a payment made to an individual where there was not a contractual payment agreement between the parties. For Example, If a faculty member invites a guest lecturer to speak and the lecturer does not charge a fee.
- Object code 51440 should be used if the site of service is within the United States.
- The honorarium payment form can be found on the forms page and should be attached to the honorarium Payment Request.
- Under normal circumstances, an employee should never receive an honorarium payment. Employees are paid via the Payroll System as dual employment or on the PBP-17 form under the miscellaneous category (section IV).
- A 'Cash Advance Form' should be filled out detailing the purpose of the cash advance.
- The established amount of the advance is limited to the cash requirements for a short period of time (A period normally not to exceed 90 days but in no case to exceed one year). If the need for the advance ceases to exist, the fund is handled improperly, or not handled in accordance to the written policies and procedures, it will be removed.
- All receipts and remaining cash advance funds are to be returned to the Accounts Payable office.