On this page:
Supplier statements
Employee expenses
Employee expense advances
Non-employee expenses
Credit card expenses
Accounts Payable general
Accounts Payable (AP) is the CUFS module that facilitates all invoice type transactions and payment processes. The separate transaction types are detailed below, but the following checks apply to AP itself.
Accounts Payable checklist
- Identify and action transactions needing approval using the Invoice Register (CAPSA) report
- Identify and action all transactions placed on hold by running the Invoices on Hold (CAPSA) report
- Identify any potential taxable benefits (P11D). Institutions must maintain their own list ready for the tax year end.
Supplier statements
Review supplier statements and check all invoices and credit notes have been received, processed or queried with the supplier. Follow up any outstanding disputes.
Employee expenses
Confirm that all claims submitted using Concur, have been reviewed and authorised in the same month, at least two days before the AP closure date. Refer to Concur Expenses procedures for approvers.
Run the Concur submitted expenses report to identify outstanding claims and follow up with first line or second line approvers. Note: This report also includes Concur for Visitors claims. Refer to Concur Accessing the reports if required.
Run the Concur benefits report for the month and compare this against the full list of claims approved in the month to identify any missing potential taxable benefits (P11D), this includes corporate credit card claims, not just out of pocket expenses. If any potential taxable items were missed during the claims review or approval process, they must be added to the locally maintained list ready for the tax year end.
Monthly reports are sent from Concur that should help with these tasks. Refer to the Concur Expenses Guidance for details of these burst reports.
Verify the appropriateness of the employee’s expense claims and the consistency and fairness of the approval process. Ensure all expenditure complies with the University’s Finance Regulations and the Employees Expenses Policy (to be carried out by the HoI or assigned staff member with correct delegated authority).
Employee expense advances
Ensure that any advances, less any returns, are fully recovered and correctly accounted for in CUFS. Refer to the Employee Expenses Procedures, Advances webpage, or for detailed guidance, the Training webpage for AP expenses.
Non-employee expenses
Confirm that all expense claims from non-employees, have been reviewed and authorised in a timely manner, ideally in the same month, before AP closes. Input locally using Concur for Visitors or send to Shared Services for processing at least two days before the AP closure date.
Credit card expenses
Cardholders must submit claims using Concur within 15 days of the end of the statement month. Institution finance teams must follow up with any card holders that have not submitted their transactions for approval in Concur for the previous month. For example, at the October month end close, ensure that all September transactions have been submitted, and approved.
Credit card checklist
- Verify the appropriateness of the cardholder’s expenditure and that it complies with the University’s Finance Regulations and the University’s Credit Card Policy (to be carried out by the HoI or assigned staff member with correct delegated authority).
- Ensure all transactions loaded in Concur from the Barclaycard statement have been receipted, submitted, reviewed and approved.
Latest version 21 December 2024