Accounts Payable

6 months ago

Regina, Canada University of Regina Full time

Faculty/Department Financial Services Unit Financial Services-Financial Reporting Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

**Position Summary**:

- Process reimbursement claims, honorariums, refunds, petty cash, homestay payments, pension, liability, contract and other miscellaneous payment requests while ensuring proper approvals, documentation and reports are completed by established deadlines and in compliance with University policies & procedures and Tri-Agency Research grant policies
- Preparing Financial Services petty cash claim and reconciliation
- Preparing Y/E petty cash custodian letter and memo, along with tracking their return
- Print monthly POS reports for individuals in office
- Analyze credit card volumes and fees/discounts for the University.
- Responsible for setting up new individuals and vendors within the Banner system, ensuring all information including address, SIN number, birthdate and tax codes are setup correctly
- Responsible for scanning and indexing paid reimbursement claims, invoices and entered journal entries, as this relays information to the system
- Ensure claimants’ are charging to the correct account
- Verifying, processing and mailing accounts payable cheques and supporting documentation
- Complete the background investigation required to ensure a cheque has not been cashed, and then follow up by entering a stop payment on-line.
- Process manual cheques
- Process payroll replacement cheques as requested.
- Prepare student emergency loan cheques as requested by Enrollment services and completing prepaid process in banner
- Enter journal voucher entries into Banner.
- Contact employees/non-employees for direct deposit setup and ensure their information complies with University policy and guidelines prior to setup
- Maintain data for mileage and fuel rebates from all expense claims and petty cash claims.
- Maintain filing system for MI documents, Homestay forms, and direct deposit request forms, etc
- Checking outstanding cheques at yearend, including w/o, stop payment and re-issuing cheques if required
- Cross train in the Reimbursement function in order to assist when needed. This would include processing all types of reimbursement claims for payments and cheque requests.
- Respond to queries from University personnel and Provincial audit staff either verbally or in written form.
- Participate in the development, training and implementation of the computerized systems as related to Reimbursement Claims.
- Updating the Reimbursement Claim procedure manual
- Compose correspondence associated with position
- Perform Boardroom booking.
- Issue and reconcile clear cash advances by performing cash advance monthly account reconciliation and verifying expense claims are completed to clear cash advances within ten working days of the date of return indicated on the travel authorization form
- Reconciling monthly the payments suspense account and notifying others in the office of amounts that have not been cleared
- Completing journal voucher entries as required, including the service charges on the monthly American Express merchant report, cash advances and suspense account.
- Responsible for monthly reconciliations for Emergency Loan clearing accounts by reviewing and investigating outstanding transactions and clearing accounts that need to be accounted for year-end financial statements.
- Complete monthly bookstore gift certificates reconciliation
- Monitoring the daily bank reports (cheque checking, returned payment report, account exceptions and daily returns, and confirmation of issue report).
- Reviewing Invoice Selection reports daily for ensuring accuracy, and check User Approval & Invoice Credit Memo List
- Download VPA, Purchasing Card and Ghost Card statements on monthly basis and send out to end users in Financial Services
- Setup vendors in the VPA (Visa Payable Automation) portal. Assist the vendors with accepting their payments on a timely basis.
- Check and maintain electronic VPA reports and vendor acceptance receipts on daily basis
- Backing up other Accounts Payable staff as needed or requested, including (but not limited to), certain wire transfer duties, processing other Direct Pay invoices such as courier, brokerage, FM invoices, utilities, etc., verifying that taxes charged on invoices are correct and ensuring vendor set up in payment system is correct for tax allocations, self-assessing taxes if required, following WCB procedurs as needed and verifying if vendors are up-to-date with WCB rules; and,
- Other clerical duties are needed or requested

Position Requirements

**Position Requirements**:

- Grade 12 supplemented by the successful completion of a two-year business course with an emphasis on accounting;
- 3 years’ directly related experience, preferably in a university

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