Accounts Payable supports the mission of Columbia University by providing timely payments to vendors and reimbursements to employees of the University.  Accounts Payable must also ensure compliance with University policy and IRS and Federal regulations.   We are here to service our clients, whether a University School or Department or an external vendor, and partner with them to continually improve both the payment process and the quality of the policies and procedures that we provide.

Accounts Payable processes approximately 1.5 million transactions annually through our AP/CAR system, corresponding to approximately $1 billion. These transactions include vendor payments, employee reimbursements for travel and business expenses, and petty cash payments.   All payment documentation is imaged and audited, and then funds are transmitted by check, direct deposit or wire.  Accounts Payable also manages post-payment activities, such as stop and void payments. We administer the American Express Corporate Card Program and the Diners Club Program, and are responsible for 1099-MISC reporting to the IRS.

Our Department is comprised of the following divisions:

Accounts Payable Operations

Accounts Payable Operations is the core of our processing operations.  Our divisions within this group are:

• Vendor Services

Our Vendor Services division services our University Schools & Departments by maintaining the vendor records in AP/CAR, receiving and imaging paperwork submitted to AP, and managing payments made to vendors and employees.  Our mailroom receives all vouchers mailed to AP by Schools & Departments and batches these for our Vendor Maintenance staff to image.  Vendor Maintenance also approves vendor create and modification requests.  This division also manages the wire transfer and direct deposit programs, distributes all checks, and handles the stop, void, and re-issue of payments.

• Audit & Review

Our Audit & Review division services our University Schools & Departments by auditing all payment vouchers that are submitted to Accounts Payable.  Vouchers are reviewed for compliance with University policies and procedures, and then released for payment when in compliance.  

Accounts Payable Service Center

The Accounts Payable Service Center was launched in May of 2006.  A team of 5 Service Representatives is dedicated to responding to the large volume of Accounts Payable inquiries in a timely manner. The Service Center helps to:

• Provide a single point of contact for inquiries.
• Track and monitor inquiries to ensure they are responded to and resolved promptly.
• Analyze data obtained from the call processing tree and the issue management database in order to continually improve policies and procedures, as well as informational communications.

Accounts Payable Analysis

A team of 2 Analysts supports initiatives that benefit both the Accounts Payable department and our Schools & Departments.  These initiatives include developing, documenting, and implementing policy & procedures; improving communication channels (e.g. website, in-person presentations, email, internal manuals); and obtaining and analyzing service data.