AP Staff Resources
Accounts Payable Specialist Task Analysis
| Roles & Responsibilities | Written Procedure(s) (Yes, N/A) | Frequency | Specialty Knowledge Needed | Competencies Needed | Difficulty | Resources |
| Learn and understand basic fund accounting and budgets | Yes, written instructions | Ongoing | Banner financial system | Understanding of general accounting concepts: debits & credits, account types, chart of accounts, budgeting | Low to Medium Difficulty: fund accounting is not frequently taught in accounting courses; knowledge of basic accounting concepts should expedite learning | Basic Accounting Training for DepartmentsNonprofit Accounting 101 from Easy Office
Fund Accounting FOAPAL explanation from Mississippi State University Debits and Credits video from Gleim (Accounting Made Easy 4-Debits and Credits) |
| Learn and understand basic Banner financial system navigation | Yes, written manuals | Ongoing | Banner financial system | ability to learn and use software systems; self-motivations; willingness and desire to learn | Low to Medium Difficulty: software system is not intuitive; will arrange training session with ITS staff | Banner Finance 8.6 User Guide |
| Process University check batches | Yes, flow chart and step-by-step written procedures due to necessity of running processes in a particular order | Bi-weekly: Wednesday and Friday mornings | Reconciliation; Banner financial system | ability to learn and use software systems; basic math skills | Low Difficulty: brief period of training required (task should be learned within one on-the-job training session) | Instructions for Check Processing in Banner |
| Check backup review on check run day (match check copy to backup) and noting special instructions | N/A | Bi-weekly: Wednesday and Friday mornings | Attention to Detail; Time Management | Low Difficulty: brief period of training required (task should be learned within two or three on-the-job training sessions) | ||
| Audit University and Foundation invoice payments | Yes, step-by-step written procedures since there are several items that must be reviewed | Bi-weekly: Tuesday and Thursday afternoons | 1099 and 1042 tax reporting; SDN laws; prevailing wage laws; understanding of accounting numbers in financial system | Attention to detail; time management; effective communication with colleague that entered invoice information; basic math skills; desire to learn; independent | Medium Difficulty: due to volume of information and items to be reviewed; three to five on-the-job training sessions are likely to be needed for task to be learned | Payments Audit-SummaryPayments Audit-Detailed |
| P-Card Program: Learn and understand University p-card and purchasing policies | N/A | Ongoing | Effective communication-know when to ask questions; desire to learn; self-motivation; critical thinking | Medium Difficulty: due to volume of information (this is estimated to take 30-45 days) | P-Card PolicySee policies table on this webpage | |
| P-Card Program: Audit of p-card purchases | Yes, step-by-step written procedures due to ensure specific items are reviewed | Monthly (third or fourth week of the month); 4-5 days to complete | understanding of p-card and purchasing policies to ensure compliance with policies | Effective Communication (ability and comfort with enforcing policy); Decision Making; Judgment; Attention to Detail | Medium to High Difficulty: extensive understanding of p-card and purchasing policies is needed (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year) | |
| P-Card Program: Manage training of new p-cardholders (initial training is now online through Blackboard) | N/A | Ongoing | Blackboard system; understanding of p-card policy | Effective communication | Low to Medium Difficulty: brief period of training required (routine tasks should be learned within three to four on-the-job training sessions); maintenance to training program will require additional training sessions and greater difficulty | |
| P-Card Program: Order new p-cards | Yes, step-by-step written procedures due to necessity of inputting certain data elements to ensure accuracy and security of p-card | Ongoing | Commercial Bank Card system | Attention to Detail; Time Management; ability to learn and use software systems | Low Difficulty: brief period of training required (task should be learned within one on-the-job training session) | New Cardholder Checklist </ br>Steps to Set up New Cardholder |
| P-Card Program: Oversight and maintenance of the online p-card systems | Yes, step-by-step written procedures due to necessity of inputting certain data elements to ensure accuracy and the volume and variety of tasks performed in the various systems | Ongoing | Visa IntelliLink system; Commercial Bank Card system | ability to learn and use software systems | Medium Difficulty: training time will be influenced by the aptitude of employee to learn software systems; there are several tasks performed in these systems so several on-the-job training sessions will be needed to cover all of the tasks | |
| P-Card Program: Serve as liaison with card issuing bank | N/A | Ongoing | Effective communication and interpersonal skills | Low Difficulty: Role should be accomplished with communication skills brought into position | ||
| P-Card Program: Assist with fraud reporting/dispute resolution | N/A | Ongoing | Effective communication and time management | Low Difficulty: brief period of training required (task should be learned within one on-the-job training session) | ||
| P-Card Program: Answer questions about p-card program | N/A-too varied of a responsibility | Ongoing | understanding of p-card and purchasing policies to ensure compliance with policies | Effective Communication (both listening/gathering information and responding/conveying information); Customer Service skills; Critical Thinking; Decision Making; Judgment | High Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of p-card and purchasing policies is needed (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year) | |
| P-Card Program: Process accounting journal entries (bi-monthly p-card expense upload) | Yes, step-by-step written procedures since specific steps must be followed in both IntelliLink and Banner financial systems | Bi-monthly: (usually on the 9th and the 21st calendar day or next business day) | Navigate and use Banner financial system; understanding of fund accounting; monitoring of budgets in Banner financial system; navigate and use Visa IntelliLink system | Time management; working knowledge of accounting concepts (journal entries, debits and credits, and chart of accounts); attention to detail, problem solving; Proficiency with Excel spreadsheets; ability to learn and use software systems | Medium Difficulty: three to five on-the-job trainings sessions are likely to be needed | Debits and CreditsDebits and Credits video from Gleim (Accounting Made Easy 4-Debits and Credits) |
| P-Card Program: Prepare and submit request to pay monthly p-card balance | N/A | Monthly: usually performed by the 12th of each month | Navigate and use Banner financial system, including requisitioning forms | Attention to detail; ability to learn and use software systems | Low Difficulty (after knowledge of Banner): brief period of training required (task should be learned within one on-the-job training session) | |
| Answer questions about Accounts Payable policies | N/A-too varied of a responsibility | Ongoing | understanding of policies | Effective Communication (both listening/gathering information and responding/conveying information); Customer Service skills; Critical Thinking; Decision Making; Judgment | High Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of Accounts Payable policies is needed (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year) | See policies table on this webpage |
| Process accounting journal entries (backcharges: interdepartmental expenses) | Not yet written | Monthly: usually performed intermittently between the 4th to 10th calendar day of the month, along with other tasks, (expectation is completion by the 10th calendar day) | Navigate and use Banner financial system; understanding of fund accounting; monitoring of budgets in Banner financial system | Time management; working knowledge of accounting concepts (journal entries, debits and credits, and chart of accounts); attention to detail; problem solving; Proficiency with Excel spreadsheets; ability to learn and use software systems | Medium Difficulty: three to five on-the-job trainings sessions are likely to be needed | Debits and CreditsDebits and Credits video from Gleim (Accounting Made Easy 4-Debits and Credits) |
| Account reconciliations | N/A | Monthly | Banner financial system; fund accounting | Attention to Detail; Problem Solving; understanding of debits & credits and account types; Proficiency with Excel spreadsheets; ability to learn and use software systems | Medium Difficulty: Depending on the account, three to five on-the-job training sessions are likely to be needed for task to be learned | |
| Travel/Meal Advances-track that backup has been submitted on time and review/audit of the backup | N/A | Weekly | Math reconciliation skills; communication skills; time managements | Low Difficulty: brief period of training required (task should be learned within two on-the-job training sessions) | ||
| Awards-Gifts-Prizes reporting forms (log & check taxability through Payroll/1099) | N/A | Weekly | Attention to Detail; Time Management | Low Difficulty: brief period of training required (task should be learned within two on-the-job training sessions) | ||
| Answer budget questions | N/A-too varied of a responsibility | Ongoing | Banner financial system; accounting string; fund accounting | Ability to analyze budgets; understanding of fund accounting; effective communication skills; problem solving; critical thinking; ability to learn and use software systems | High Difficulty: steep learning curve due to multitude of possible questions; extensive understanding of budgets and financial system is necessary (learning curve until employee gains confidence is estimated to be 9-12 months; proficiency in this area can take over a year) | Basic Accounting Training for Departments |
Business Office Organizational Chart
Policies – Procedures – Regulations
Policies-Procedures-Regulations
| Accounts Payable | Priority within first 45-60 days | Need to Know for a Task |
| Prevailing Wage Law-State of Missouri | High | Audit invoice payments |
| Specially Designated Nationals List (SDN)-OFAC | High | Audit invoice payments |
| 1099 Tax Reporting Instructions-IRS | High | Audit invoice payments |
| W-9 Form-IRS | High | Audit invoice payments & awards-gifts-prizes reporting |
| Non-Resident Aliens – Withholding of Tax | High | Audit invoice payments |
| W-8 Form-IRS | High | Audit invoice payments |
| IRS Name/TIN Matching Process | High | Audit invoice payments |
| Procurement Card Policies and Procedures Manual | High | Manage all aspects of the p-card program |
| Merchant Category Codes to Determine Reportable Payment Card Transactions-IRS | High | Learn and understand University p-card and purchasing policies; Audit of p-card purchases and answering p-card questions |
| Travel Reimbursement Policy | High | Audit invoice payments |
| Policy for Awards, Gifts, and Prizes | Medium | Awards-gifts-prizes reporting |
| Ordering and Payment Procedures | Medium | |
| Moving Expense Reimbursement Policy | Low | Audit invoice payments but only when reimbursing moving expenses which is cyclical and infrequent |
| Organizational Dues and Memberships Policy | Low | Audit invoice payments but only when paying for dues & memberships which is cyclical and infrequent |
| Petty Cash Fund Policy | Low | Audit invoice payments but only when processing petty cash checks which is cyclical and infrequent |
| Financial Policy and Procedures for Agency Funds | Low | Answer questions about Accounts Payable policies |
| Missouri Sales and Use Tax Exemption | Low | Answer questions about Accounts Payable policies |
| Unclaimed Property-State of Missouri | Low | Answer questions about Accounts Payable policies |
| Purchasing | ||
| Bid Procedure Guidelines | High | Learn and understand University p-card and purchasing policies; Audit of p-card purchases and answering p-card questions |
| Conditions of Purchase | Low | Learn and understand University p-card and purchasing policies |
| Enterprise Rent-A-Car Contract | Low | answering p-card questions |
| Other Procedures | Low | Learn and understand University p-card and purchasing policies |
| Proposal Procedures | Low | Learn and understand University p-card and purchasing policies |
| University Records Management Policy | ||
| Records Management | Low | Answer questions about Accounts Payable policies |