Business Services

Accounting and Accounts Payable

Find vendor-payment procedures, travel resources, Purchase Card guidance, capital-asset coding, training materials and accounting forms.

Accounting and Accounts Payable process Yavapai College non-payroll and non-financial-aid disbursements. This includes payments to vendors, employees and students through purchase orders, travel claims and approved check requests.

Common accounting tasks

Start with the action that best matches the payment, purchase or reimbursement you need to process.

Accounts Payable

Vendor payments

Department administrative liaisons are responsible for initiating the paperwork required for vendor payments.

Payments to individuals

Payments to individuals for services must be reviewed for compliance with Internal Revenue Service requirements before payment is processed.

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Employee Travel

Travel authorization and reimbursement

Travel must be approved in advance

A Travel Request Form must be completed and approved before travel occurs. Department administrative liaisons initiate Travel Request Forms through Adobe Acrobat Sign.

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Purchasing

Purchase Card

Department administrative liaisons use Purchase Cards for eligible college purchases. Cardholders must follow current college policy and reconciliation procedures.

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Asset Accounting

Capital assets

Capital assets generally include purchases, donations, construction and improvements meeting the applicable value and useful-life thresholds.

Capital-asset questions

Contact accounting@yc.edu for coding or classification assistance.

What qualifies as a capital asset?

  • An item costing $5,000 or more with a useful life of at least one year
  • A donated item with an estimated or appraised market value of $5,000 or more and a useful life of at least one year
  • New construction or renovation costing $5,000 or more
  • An improvement that increases an asset’s utility or extends its useful life

Costs included in asset value

The total purchase price or market value includes all costs required for the asset to function, including:

  • Tax
  • Freight
  • Installation
  • Component parts
  • Other necessary acquisition costs

Examples include land, improvements, buildings, building components, furniture, equipment, vehicles, computer hardware, software and library books.

Fund and activity coding

Capital assets should not be coded to General Fund 0000. Fund 9100, specific grant funds and other appropriate special funds may be used. Buildings, renovations and site improvements should generally include an Activity Code at the end of the FOAP.

Capital-asset account codes

Account codes for capital assets and related costs
Account code Asset or cost category
7501 Furniture
7502 Network Equipment
7503 Audio Visual Equipment
7504 Computer Equipment
7505 Telephone Equipment
7507 Vehicles
7520 Furniture and equipment costing less than $5,000
7506 Software with total cost of $100,000
7523 Software with total cost less than $100,000
7508 Buildings
7509 Building Renovations
7516 Land
7517 Site Improvements
7525 Library Books
7514 Construction in Progress
7510 Architects — Construction in Progress
7511 Engineers — Construction in Progress
7512 Construction Management — Construction in Progress
7513 Project Management — Construction in Progress
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Employee Guidance

Training and process guides

Use these guides and recordings for Emburse, travel reimbursement, mileage, delegation and Banner-related processes.

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Documents and Online Forms

Forms and resources

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Accounting Team

Contact Accounting and Accounts Payable

Contact the staff member associated with your question, or use the general accounting email for capital-asset and coding assistance.

General accounting inquiries

Email accounting@yc.edu.

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