Job Description

JOB DUTIES:
This position is responsible for pre-audit and payment of all types of accounts payable and specific general ledger transactions, including interdepartmental expense corrections, and chargebacks. This person works closely with department staff on appropriate and timely processing of invoices and serves as a reference for staff and vendors regarding the status of payments, so must maintain a positive working relationship with these entities.

This position works standard hours Monday through Friday and reports to the Assistant Controller or Controller. The employee must have general knowledge and adhere to appropriate internal controls over accounts payable and general ledger activities. The employee is required to know and follow UW Whitewater, UW System and DOA regulations regarding all type of payments and ledger transactions.


QUALIFICATIONS:
Minimum Qualifications:

High School Diploma at time of application
2 years of professional experience
Working knowledge of desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet
Preferred Qualifications:

Associate's degree in business related field
Experience in a higher education environment
Knowledge, Skills and Abilities:

Ability to interact respectfully with people with diverse socioeconomic cultural and ethnic backgrounds
Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
Skilled in use of Microsoft Word, Excel
Knowledge of cost distribution patterns
Knowledge of financial regulations for funding sources (PR, GPR, etc)
Knowledge of prompt payment requirements
Ability to learn accounting software for data entry functions
Ability to interpret rules and regulations
RESPONSIBILITIES:

A. Audit and process accounts payable vouchers, including payments to individuals, vendor invoices and miscellaneous payments.

1. Support for travel-expense reports.

Review and maintain travel procard statements, identifying travel voucher transactions and following up on those that are not submitted on a TER. Identify payments made inappropriately, and provide feedback to traveler, and/or information to the Procurement Services Director. Verify accuracy and completeness of TERs submitted by employees issued a procard for designated travel situations

2. Audit and pay non-employee compensation.

Audit and prepare stipend payments, award payments and honorariums
Refer to applicable policies for non-employee compensation and when necessary, contact departments to resolve problems
Calculate withholding on out-of-state entertainers or presenters who are being paid $7,000 or more, and prepare WT-11 form for Department of Revenue. Forward check to the WI Department of Revenue, along with W-11 report, and send copies of report to System Administration for tax reporting purposes
Work with UW System and Purchasing office to maintain accurate records for W-2 and 1099 tax reporting. When appropriate, forward copies of the Payment to Individual Form, along with the Visa, I-9 form, and other tax reporting forms to UW System for foreign national payments
3. Pre-audit and payment of vendor invoices.

Pre-Audit invoices for date, terms, discounts, prices, and tax-exempt status, making sure invoices are complete, correct, contain required supporting documentation and are approved by authorized signor. Contact vendors, departments and/or central receiving to resolve any issues. If necessary, send Prompt Payment "Good Faith Letter"
Audit vendor claims and respond to and resolve vendor inquires and complaints
Review the open standing purchase orders and their balances in the procurement system. Work with departments to create receipts to certify receipts of materials and ensure departmental approval and contact the department if the blanket order balance needs attention
4. Ascertain that invoices are originals or certified copies. If copies, check for prior payment via online queries.
5. Calculate and pay any necessary prompt pay interest for late paid invoices.
6. Answer departmental and vendor inquiries on invoice payment status.
7. Verify accuracy of checks created to ensure proper data entry.