Accounts Payable

The Accounts Payable Unit is charged with the immense function of processing timely payments for all of The University’s bills and invoices for:

  1. Students
  2. Local & Foreign Suppliers
  3. Non -payroll transactions 

The unit is also responsible for the reconciliation of Supplier Statements.

Invoices for payment could fall in one of the following two categories:
Direct Pay, or
Purchase Order related

Direct Pay

Direct payments which are submitted via a Cheque Requisition Voucher include the following

a) Payment to students includes:-

  • Scholarship
  • Prizes
  • Departmental grants
  • Refund of tuition fees
  • Financial assistance
  • Timesheets


b) Payment to members of staff:-Imprest

  • Accountable advances
  • Refund for items purchased on behalf of the University of the West Indies. (This is not encouraged, as the general consumption tax (GCT) is non-refundable.

Purchase Order Payments

Engaging local and foreign suppliers for goods and services will require a Purchase Order to be generated (see Purchases link).


Payment to local and foreign suppliers is mainly for the following:

  • Equipment
  • Office supplies
  • Laboratory supplies
  • Maintenance
  • Profession services
  • Utilities

Documents required for the processing of payment

The main document required for the processing of payment is an INVOICE.

The invoice should be Certified for Payment by the Head of Department or his/her designate.

The entity to be charged should be clearly stated. This means the accounting distribution, that is, the fund, organization, account, and programme should be stated on the invoice or on an attachment which referenced the invoice.

Purchase Order related payments should have the goods received copy of the Purchase Order attached to the invoice.

Sometimes local and foreign suppliers require prepayment before the goods are services are delivered. In this case, a Performa Certified for Payment by the Head of Department or his/her designate is required.

Reimbursement would require the submission of invoices/receipts clearing showing the amount paid.

Processing of Time Sheets.  Time Sheets should clearly state:

  • Name of Student
  • ID # for student
  • Description of the department where work was done
  • Date of days worked
  • Rate per hour
  • Calculated amount 

 

Importantly, Time Sheets should be Certified for Payment by the Head of Department or his/her designate.

 

Routing of certified invoices

Invoices for payment are routed to the Accounts Payable unit via the following units:-

  • Customer Services
  • Purchases 
  • Billings & Receivables (90% of processing complete)
  • Staff Benefits (90% of processing complete)
  • Student Financing (90% of processing complete)
  • Payroll (90% of processing complete) 

Payment Methods

  • Direct deposit/Electronic Transfer of Funds (payment made to payee's bank account
  • Cheque
  • Wire transfer

Turn Around Time

Payments are processed in batches and batches are done weekly. 

Priority is given to our students and staff and as such the turn around time for the processing of payments is two weeks after receipt of certified invoices within the Accounts Payables Unit.  Our suppliers are also very important to the operations of The University and we continue to have an ongoing dialogue with each supplier to arrive at suitable payment arrangements even as we strengthen our vendor relationships.

 

The Accounts Payables Unit is committed to putting quality and integrity first and always as we ensure payments are processed for legitimate invoices and we accrue for all and any expense/obligation not completely processed.