Under the supervision of the Assistant Accounting Director, the Disbursement Assistant serves as part of Accounting Services and specifically is a member of the Financial Accounting and Reporting team (FAR), which is responsible for overseeing general ledger and financial reporting; travel, plant and equipment accounting; administration of University-issued credit card programs; vendor database services; tax reporting and policy guidance. Below are the job duties:
ACH Processing and Vendor Set-up
- Help coordinate weekly ACH payment process, which includes completing various Banner processes. Review ACH information submitted by vendors for completeness and accuracy.
- Establish vendor ACH information in Banner.
- Update and correct Banner vendor ACH information as necessary.
- Help respond to vendor ACH questions and address changes.
- Research bank ACH rejects and correct Banner information.
- Follow-up on bank ACH returns and insure that Banner payment is cancelled and FAST-AP office is notified.
- Work with campus personnel and vendors to convert paper check vendors to ACH processing.
Check Management and Payment Processing
- Receive all uncashed vendor checks and cancel the returned items in Banner.
- Re-establish payables in Banner related to cancelled checks and return documents to FAST for reprocessing.
- Send letters to payees of stale-dated checks identified as part of General Accounting's bank reconciliation process.
- Complete necessary weekly vendor check-write steps in Banner and process electronic payment file.
- Insure that vendor checks printed appropriately.
- Balance the weekly check-write reports utilizing control reports and check-write registers.
- Coordinate with other team members as necessary.
Credit Card Administration
- Review new cardholder application requests for completeness and proper authorization.
- Work with approved financial institution to establish new cardholders.
- Cancel credit card accounts upon request or employee separation from the University.
- Process requests for credit card spending limit changes.
- Work with department personnel to ensure that cardholders and supervisors have taken required quizzes.
- Perform audit of all post-travel expenses submitted for each cardholder.
- Track submission/reporting of each cardholder's monthly expenses.
Entertainment, Petty Cash and Miscellaneous
- Review completed entertainment reporting forms (ERFs) submitted to FAR for policy compliance and work with appropriate division/department personnel to obtain missing ERF information.
- Submit ERF payment reimbursement documentation to FAST-AP after insuring policy compliance.
- Close ERFs in the database upon receipt of completed documentation.
- Review and batch all non-entertainment recharges on a weekly basis and forward information to data entry.
- Assist in establishing new petty cash and/or change funds.
- Establish and maintain a control file for each petty cash or change fund.
- Monitor compliance by periodically reviewing petty cash fund reconciliations submitted by department and follow up as necessary to obtain delinquent reconciliations.
- Prepare various monthly, quarterly and annual journals and reports as necessary.
- Update vendor address changes and tax information in Banner upon request.
