It is the responsibility of the Accounts Payable staff - (l-r): Stephanie Russo, Stacy Rine, Rosemarie LaTourette, Bonni Rosenkranse and Susan Buckbee - to request information, documentation and justification necessary to support state-funded expenditures.
The Accounts Payable Office manages the paperwork for all expenses incurred by the entire campus.
According to Rosemarie LaTourette, director of accounting services, the office processes more than 12,500 vendor and travel vouchers; more than 350 travel advances; and more than 1,000 procurement card reconciliations in an average fiscal year. Additionally, there are approximately 500 petty cash checks printed and distributed annually.
"We are the last stop before the vouchers are paid by the state," said LaTourette.
LaTourette and her staff - Susan Buckbee, calculations clerk; Stacy Rine, calculations clerk; Bonni Rosenkranse, calculations clerk; and Stephanie Russo, principal account clerk - are gearing up for the office's busiest time of the year. LaTourette said that from July to September the department archives files from the previous fiscal year and reorganizes for the new fiscal year, which begins July 1.
Throughout the year, Russo's responsibilities include supervising the staff in the A/P office, working on contracts, travel advances and travel reimbursements. She also draws down funding for all federal financial aid and processes all allocation and expenditure transfers for the departments on campus.
Rosenkranse processes payments for utilities, honorariums and other vendors. Rine processes vendor payments and travel reimbursements. Buckbee processes vendor payments; student teacher stipends, waivers and travel; and library invoices.
The staff is also available to teach college employees how the system works, especially with complicated processes like travel reimbursement, in order to complete paperwork in the most effective way, said LaTourette.
Throughout the payment process, the Accounts Payable staff works closely with the Procurement Department, located next door. The process begins with the Procurement staff, which produces all of the purchase orders for the college. The Accounts Payable staff then matches the purchase order to the invoices and receipts submitted by the vendor or client, and fills out an order of completion form to secure payment.
Since the college is a New York state institution, the department must make sure that all purchase orders, standard vouchers, travel advances and travel vouchers are paid within state guidelines.
LaTourette said the staff works with Internal Controls Officer Peter Fairbrother on the campus's processes and procedures and the State University of New York System Administration and the New York State Office of the State Comptroller.
Payment forms are available at www.newpaltz.edu/ap or outside the office (Haggerty Administration Building Room 304). For more information, call x3175.