Accounts Payable Department

Accounts Payable office hours are 8:00 am to 5:00 pm Pacific Time, Monday through Friday. Please call the EOU Main Switchboard at 541-962-3300.

Accounts Payable Overview:

The Accounts Payable department (A/P) is a service unit within Eastern's, Business Services Organization. A/P is managed by the A/P manager and reports to the Director of Business Services.

Policies / Proceedures:

• Policies: State of Oregon Purchasing Policies and EOU Accounts Payable Policies.
• Accounts Payable Helpful Hints
• EOU Procurement Card Policies and Procedures:
• EOU Visa Card Application and Agreement:
• EOU Procurement Card - Prohibited and Suggested Uses:
• EOU Procurement Card Activity Log:

The primary responsibilities of A/P include:

• Overseeing the payment of all invoices, including review for proper account code, proper index, payment terms and appropriateness of the expenditure, in accordance with FASOM policy.
  
• Writing checks utilizing the FIS and Create-A-Check programs. Maintaining control of the blank check stock. Both in accordance with Oregon State Treasury policy.
  
• Administration of procurement card and travel card programs in accordance with FASOM and EOU policies. Including new card applications, changes, terminations, audit of custodian records.
  
• Administration of travel advances and reimbursements in accordance with FASOM and EOU policies. Maintenance of the travel advance reconciliation report and completion of the DAS mileage report per their instructions.
  
• Payment of moving expenses in accordance with FASOM policy.
  
• Replacement of lost checks following the FASOM policy.
  
• Review club expenditure transactions for appropriate signature and funds availability in accordance with Club handbook. Review of cash balances for clubs and MCG (agency funds) to insure a positive cash balance.
  
• Maintenance of vendor information in FIS to insure proper payment and proper 1099 reporting. This includes W-9 Request Letter and Form W-9 (will redirect to IRS site) for tax ID numbers and matching names.
• Reimbursement Request Form - For all non-travel related reimbursements.
  
• Reconciliation of month-end vendor statements.
  
• Provide training to Banner financial information system (FIS) users. Maintaining the FIS help line. Provide assistance with vendor research and reports utilizing the FIS and BIQuery reporting systems.
  
• PBX management/backup.
  
• Archival of all related records in accordance with OUS archival policy.

Accounts Payable Staff: