SUBJECT: ACCOUNTS PAYABLE FUNCTIONS

APPLICABILITY: TOTAL UNIVERSITY

The University of North Texas Purchasing and Payment Services Department (PPS) is comprised of the following four divisions:

• Purchasing , Payment and Contract Services;
• HUB Reporting/Entity/Travel;
• HUB Outreach
• Asset Management, (which includes Property & Inventory Control, Central Receiving, Surplus, Customer Service and Office Supply).

Organizationally, the department is a unit of the Controller’s Office. The Director of Purchasing and Payment Services Department and HUB Coordinator leads the department.

The Purchasing and Payment Services Department Assistant Director provides daily supervision of the HUB Reporting/Entity/Travel Division. It is the responsibility of the Assistant Director to process accounts payable items comprised of reimbursements for expenses to employees who travel for the University and to process reimbursements to employees for non-travel expenditures made on behalf of UNT. Additionally, this position is responsible for providing support to the University in meeting the state mandates concerning use of Historically Underutilized Businesses (HUB) including preparing all HUB reports, and in maintaining all vendor records in accordance with state requirements and IRS regulations.

The Purchasing and Payment Services Department Senior Associate Director of Payment Services, provides general supervision of the Purchasing, Payment and Contract Services Division.  The Payment Services Section is provided daily supervision by the Payment Services Manager. The Payment Services Section is responsible for processing payments to vendors for goods and services rendered, for disbursing funds for various accounts payable transactions of the University of North Texas, for maintaining non-payroll and non-student 1099 records, for handling the Uniform Statewide Accounting System (USAS) functions as they pertain to payables, and for maintaining proper accounting documentation on all voucher transactions. Payments are made in accordance with the Laws of the State of Texas; applicable federal laws including Internal Revenue Service regulations; and the Policies and Procedures of the University.