Jenny Davidson
If you have questions about account receivables,
contact Jenny at x6643 or through email.
For specific questions concerning purchasing and travel, visit the
GI Business Office website.
Accounts Receivables are processed in one of the following ways:
Petty Cash
Invoices
Grant Billings
Phone Charges
Copier Charges
Stock Withdrawals
Aurora Booklets
Petty Cash
Petty cash can be used for any local purchases under $100 excluding Travel, Entertainment, Check Cashing, or Equipment purchases. A petty cash voucher can be obtained and filled out in the Business Office. The payee will need their ORIGINAL receipt and an account number, grant name or work order number to be charged. All IARC/Frontier employees will need to get Stan's signature prior to getting reimbursed. Chris Lace, in the IARC Director's Office, also has petty cash vouchers.
Invoices
Anything that needs to have an invoice generated can be done by Jenny. She will need any information that needs to be included on the invoice, (i.e.: PO number or description of work) account information for depositing the funds, and contact information should there be questions. After the money has been received and deposited, a receipt will be given to the requester.
Grant Billings
Bills are automatically generated each month or quarter for revenue grants. Expenditures are verified and bills are sent out to the agency. To see the monthly breakdown of expenditures or find out how much is left to spend on a grant, go to (Link to Fund 3 Reports).
Phone Charges:
Personal long distance phone calls should be made using a personal phone card. The phone bills that you receive are generated in the physical plant and sent to the GI for distribution. Employees must pay the BO for any personal charges incurred. These charges can no longer be taken as a payroll deduction, nor will they be invoiced separately. Please bring the original bill to the Business Office with applicable account number, work order or grant name to be charged.
Copier Charges and Stock Withdrawals:
Personal copies made on any machine in the GI or IARC need to be logged as cash and money can be brought to the BO if there is no money box available. When paying for stock withdrawals, please bring the withdrawal sheet with your payment. If purchasing from the stockroom located in the Electronic Shop, please remember to add indirect charges at 51.3%.
Slides/Aurora Booklets:
Should anyone need to purchase these items, they can be directed to the Map Office. They also sell videos, posters and other books. Each slide set, which includes five slides, sell for $2.50 and there are six sets total. They can be viewed at http://www.gi.alaska.edu/aurora_slides/slides.html. Booklets are $1.25 each or $1 if purchasing 10 or more. Sheila Finch, x7562, also sells the Aurora and Aurora Explained videos.
 |
 |
|