Accounts Payable Process Reminders

By necessity, the COVID-19 pandemic has further propelled us toward a paperless environment, and we thank you for your continued diligence and support during this time.  The Accounts Payable (AP) team would like to ask for your help as we continue to provide effective service to you while our team primarily works from home in line with COVID-19 restrictions.  Below are a few processing reminders, which will assist the AP team to process the high volume of invoices being received in a more time-efficient manner.

One invoice per scan in PDF

• The PDF you provide is attached to the entry for audit and review. We are also working towards making this attachment viewable in Adagio FX to programs in order to assist you with your own review.  If documents sent are not in PDF format or invoices are grouped together in one scan, the AP processor must convert the file to PDF or split the document for each invoice before processing.

Email one approved invoice to the AP inbox ap@christian-horizons.org only

• Please do not email directly or CC regular invoices to your Accounts Payable processor and please only send once. Sending multiple copies of the same invoice creates the risk of duplicate payment.
• The employee approving the invoice for payment must have the authority to do so in accordance with the approval level chart in the Christian Horizons Reference Manual (D.4). For example, program managers can approve expenses up to $3,000.
• Statements, credit card slips, work orders, or quotes are not accepted. An approved itemized invoice that includes details of the purchase and any taxes paid is required to process payments.
• Invoices received in the AP inbox by end of day Friday will be paid and reflected in your FX statements by Friday of the following week (with exceptions for stat holidays). If there is an exceptional time-sensitive situation, please CC your Accounts Payable processor and myself cleung@christian-horizons.org.  Please contact the District Controller for your area if you would like help in navigating and understanding the FX financial statements.
• AP staff are restricting their time physically in the office to one day a week. When items are not submitted by email, this leads to delays in processing.

Thanks in advance, your support is appreciated!  Starting January 30, we are introducing an auto-reply message for submissions to ap@christian-horizons.org in order to notify you that your email has been received.

If you have any questions, please contact the Accounting Processor for your area: