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Accounts Payable Procurement-To-Pay Tutorial
What we do • Expenditure Review • Department/Vendor Relations • Voucher Processing • Payment Processing • Audit -1099 Reporting -Duplicate Transactions -Stale-dated Payments • Document Imaging • Forms Distribution –Limited Purchase Orders –Limited Purchase Checks –Campus Orders • Campus Order Processing
Agenda • Course Objectives • Limited Purchase Order • Limited Purchase Check • Check Request • Additional Resources
Course Objectives • After this course, participants will be prepared to: –Properly use Limited Purchase Orders, Limited Purchase Checks, and Check Requests to make a payment –Prepare these procurement documents so that Expenditure Review is expedited
University Policies and Procedures University Policy and Procedure provides guidelines for small dollar purchases. You are responsible for following these policies when you purchase supplies. The Purchasing Department maintains contracts with many suppliers for the kinds of merchandise you need. In addition to University contracts, the state has contracts that are available for your use. Using these contracts could mean substantial savings. Please view http: //www. generalservices. utah. gov/statewidecontracts/Contracts. aspx for additional information or call the Purchasing Department to speak with the appropriate buyer for help with identifying these sources. A part of your purchasing responsibility includes compliance with the University’s policy governing Small, Minority and Woman-owned Businesses (See University Policy & Procedures 4 -1: IV. D. 4). A complete listing of Utah Minority and Woman-owned companies is available at http: //www. usdcutah. com/am. html or from the Purchasing Department’s Small Business Liaison (5818477). Contact the appropriate buyer in Purchasing for commodityspecific information.
A chart named “Preferred Methods of Procurement” can be accessed via the Accounts Payable website under AP Resources. It is an excellent reference in determining which financial instrument can be used to make a purchase. For example, if you are purchasing books, it would be appropriate to use a Limited Purchase Check, Limited Purchase Order or your Purchasing Card. References: Procurement Options Chart
Detailed Training Options Use the space bar (or right arrow) on your keyboard to advance through the complete tutorial one page at a time and the left arrow to go backwards. Click on the blue words below to proceed directly to the topic of your choice. The total time needed to complete the entire tutorial is at least 30 minutes. Throughout the tutorial hyperlinks are shown in blue text; click once on them to view that web page. Click on the gray house at the bottom of any page to return to this page. The escape key on your keyboard will take you out of the tutorial at any time. Topic 1: Limited Purchase Order Topic 2: Limited Purchase Check Topic 3: Check Request
Topic 1 Limited Purchase Order (LPO) The Limited Purchase Order is designed to make convenient small dollar (not to exceed $5000) procurements. It is intended for one-time transactions between the University and an outside vendor. Use a Requisition if the agreement includes incremental services or deliverables and the vendor expects installment or coincidental payments.
When to Use an LPO (consult Preferred Methods of Procurement Chart for limitations) • • • Alcoholic Beverages (See Policy and Procedures) Advertisement Programs and billboards Award Plaques Blood Donors Books Coffee Services Computer Hardware (less than capital or insurable equipment spending limit) Computer Programs and Licensing (less than capital spending limit) Employment Agency Temporary Services Equipment (One-time Rental/Payment ) Flowers • • • • Food for Business Meals, Office Functions and Recruitment Freight Insurable Capital Equipment ($10004999) Lab Supplies Maintenance Agreements One-time Maintenance repairs Medical Services Office Supplies Photographic Slide Reproduction Printing and Copying Restaurants (Banquets and Catering) Services such as Repairs (custodial and plant maintenance) Vehicle Rentals
Obtaining Limited Purchase Orders To obtain blank Limited Purchase Order forms, you must complete a written agreement called the “Request for Limited Purchase Orders” which is available on the Accounts Payable website. Limited Purchase Order forms can be picked up in the Accounts Payable Department; blank forms cannot be sent through the mail. The person who picks up the blank forms must have a University ID. Each subsequent request for LPOs must be an original form and include the appropriate original signatures.
How do you complete the “Request for Limited Purchase Orders” form?
LPO Agreement Step 1 The date will be automatically set when you open this form. Type in the department name, phone number and campus address
LPO Agreement Step 2 Please enter the campus delivery code in the space provided on the agreement. This is important because the Receiving Department uses this code for delivering items that they receive with your Limited Purchase Order number on the packaging slip. Your delivery code can be found on the Employee page in the Campus Information System or you can call the Purchasing Department.
LPO Agreement Step 3 A default chartfield must be provided on the agreement. A project or grant cannot be the default chartfield. The “Default Chartfield” is the chartfield string that will be charged if an LPO is coded with an activity or project that is frozen or that is otherwise inaccessible. The default chartfield is also charged if we do not have a copy of the LPO that the vendor references on the invoice.
LPO Agreement Step 4 The person who will maintain the blank LPO stock (LPO Custodian) and a department representative who is also an authorized signatory on the default chartfield must sign on behalf of the department in the spaces provided. Additionally, they must supply their Employee ID number, email address and phone number.
LPO Agreement Step 5 Enter number of LPOs requested. The rest of this space is reserved for AP use.
How Do You Complete a Limited Purchase Order?
Limited Purchase Order Step 1 Enter the vendor tax identification number here. • If the vendor is not on the Vendor Master, then an IRS Form W-9 is required from the vendor before payment.
Limited Purchase Order Step 2 Business meals, refreshments, recruiting, or entertainment expenses must include in this section the names of the attendees (if less than 10) or name of the group and number in attendance, a detailed description of the business purpose of the meeting, and the date(s) of the function. All expenditures for business meals, refreshments, recruiting, or entertainment require the approval of the next higher authority. A Dean or higher authority must approve the expenditure if alcohol is served, or the purpose of the meeting is recruiting or entertainment. The meeting is considered entertainment if the purpose of the meeting is relaxation or amusement, even though food is served, or if other parties are present, such as spouses or related children.
Limited Purchase Order Steps 3 & 4 Please check one of these boxes and provide details as necessary. Foreign vendors cannot be paid with an LPO; use a Check Request. Enter complete chartfield information and amount or percentage to apply to each line. Note that the total cannot exceed $5000. If the account starts with “ 61” or if the LPO is greater than $1000, approval from Property Accounting is required before payment to the vendor. Required chartfields left blank, amounts incorrectly allocated, any lines with accounts 10400 or 10500 or accounts starting with a“ 3” or “ 5” will be charged to the default chartfield string. The default will also be charged if AP does not have a copy of the LPO to match with the invoice.
Limited Purchase Order Steps 5 & 6 Enter department or project name, location, your name and telephone number, as well as, date order was placed. Note that invoice must be dated within six (6) months. Enter Payee name and address. Foreign vendors cannot be paid with an LPO; use a Check Request.
Limited Purchase Order Steps 7 & 8 If delivery will be made via the Receiving Department, put the ship-to code in this space and forward a copy to the Receiving Department. Your ship-to-code can be found on the Employee page of the Campus Information System, or you can call the Purchasing Department. One order may be placed for each LPO. The total order, including any back ordered items, cannot exceed $5000.
Limited Purchase Order Step 9 Enter details about items ordered. See The Preferred Methods of Procurement Chart for limitations on items that may be purchased with this form.
Limited Purchase Order Step 10 Check whether the order was placed by telephone and supply details as necessary.
Limited Purchase Order Steps 11 & 12 The “Authorized Signature” must be on a signature card in Accounts Payable and must be either the Principal Investigator, Account executive, Department Chair/Head, dean/director or authorized alternate. This may not be the same signature as described earlier for business meals. The University, as a state agency, is exempt from Utah sales and use taxes. Do not pay these taxes. Our tax exemption number is printed on the LPOs. A copy of our Utah State Tax Commission Exemption Certificate can be found via the Purchasing Department’s website. The University’s Utah sales tax exemption certificate does not apply to purchases outside of Utah.
ACH Direct Deposit Payments can now be made by Direct Deposit rather than by check: Available for vendors, employees, and students who are on the Accounts Payable Vendor Master table. This payment method does not affect payroll and is not associated or coordinated with Payroll Department’s direct deposit options, or Income Accounting student loans. There are no checks or advices for this distribution. The payment will be sent directly to the payee’s bank and an email containing the invoice number(s) and amount paid will be sent to the payee. Once the vendor or student is set up under this payment method, they must notify Accounts Payable in writing if they wish to change the account information or want to opt out. A Stop Payment cannot be made on a Direct Deposit Payment. Click here to link to the Direct Deposit Authorization Form.
Topic 2 Limited Purchase Check (LPC) • The Limited Purchase Check may be used by a department for small purchases up to the limit printed on the face of the check (currently $1000). • This order is intended for one-time transactions between the University and an outside vendor. • Only one invoice may be paid with each check. Use a Requisition for agreements that include installment payments or multiple deliveries that will generate multiple invoices. • These checks are prepared by the ordering department and are delivered (or mailed) to the vendor without preparing a requisition or obtaining approval of the Purchasing Department.
LPCs can be used for the following: • Anything that can be charged on a Limited Purchase Order up to the dollar limit on the face of the check. This also means one invoice or receipt per check. Use a Requisition for agreements that include installment payments or multiple deliveries that will generate multiple invoices. • Business Meals (including snacks, food and beverages for staff meetings) • Office supplies • Non-employee travel expenses • Hotel deposits or pre-registration expenses (related to travel on behalf of the University if the Accounts Payable copy of the LPC is accompanied by a copy of an approved Travel Request/Reimbursement form; See University Policy & Procedures 310). • Blood donors and study participants (First payment must include a complete IRS Form W-9. ) • Utilities (electric, gas, telephone (including cell phones and pagers), and water). This does not include space rental. • Freight
LPCs can also be used for: • Refunds and reimbursements- Reimbursements require the written approval of the next higher level of supervision. If the goods or services were charged on a personal charge account, the buyer must provide a detailed receipt showing the items purchased and the total amount of the payment. The person requesting the reimbursement must also sign the receipt. (See University Policy & Procedures 3 -7, section IV. A. ) • New memberships or renewal membership fees in organizations or associations. • New organizational or association memberships paid from University-controlled funds may be procured only if necessary to meet program needs or to secure other benefits for the University, and must be approved by the cognizant Dean, Director or designee or, for university Hospital personnel, by the Hospital Administrator. (See University Policy & Procedures 4 -4. ) • Memberships already approved as described above can be renewed with an LPC if approval is supplied in writing by the member’s supervisor.
Distribution of LPC Copies The original check and middle check stub go to the vendor. Do not send the top stub because it contains sensitive data related to our accounting system. This structure and information is proprietary to the University information systems and is not generally known. If you need to send confirmation material to the vendor it should be in another form. The Accounts Payable copy should be attached to the original receipt or paid invoice (no more than one per check) and all related documentation should be forwarded to Accounts Payable, 145 Park, on the same day that the check is issued. If the receipt measures less then 8. 5 inches by 2. 75 inches, kindly tape the receipt to a plain white sheet of paper. (This makes our scanning process much faster than when receipts are stapled to the LPC copy. ) The department copy should be retained by the department. If the check is used for a pre-approved travel related expense, then a copy of the appropriate travel form must be submitted with the Accounts Payable copy.
Positive Pay System The person which each department designates as its “Check Custodian” must use the online Positive Pay System to report checks to the bank as they are issued by the department. (An issue is a check that is prepared by the Custodian and is released to the Payee. A check that has been prepared, yet remains in the custody of the Custodian is not an issue. ) Positive Pay is covered in the monthly LPC class held by Sandy Jones of the Accounts Payable Department in the Park Building and information is also available online via the LPC User’s Guide on the Accounts Payable Home Page.
Obtaining Limited Purchase Checks • To obtain blank Limited Purchase Checks, you must complete a “Request for Limited Purchase Checks” form available on the Accounts Payable website. • Limited Purchase Checks can be picked up in the Accounts Payable Department. Blank check stock cannot be sent through the mail. • The person who picks up the blank checks must have a University photo ID. • Each subsequent request for LPCs must be an original form and include the appropriate original signatures, as well as a register for the last batch of checks written which includes: check number, date written, payee, amount and purpose. A check register is also required if a custodian needs to return all or part of his check stock. • New custodians are required to attend an LPC class which is held monthly in the Park Building. Current users are also welcome to attend. Because space is limited, please register at the Business and Financial Services website.
How Do You Complete the “Request for Limited Purchase Checks” form ?
LPC Agreement Step 1 The date will be automatically set when you open this form. Type in the department name, phone number, and campus address.
LPC Agreement Step 2 Enter your campus delivery code in the space provided on the agreement. This is important because the Receiving Department uses this code for delivering items that they receive with your LPC number on the packing slip. Your delivery code may be found on the Employee page in the Campus Information System or you can call the Purchasing Department.
LPC Agreement Step 3 A default chartfield (not a project or a grant) must be provided. The “Default Chartfield” is the People. Soft chartfield string that will be charged for checks that clear the bank without any corresponding backup, checks that we receive without a chartfield allocation, or checks that are coded with an activity or project that is frozen or that is otherwise inaccessible.
LPC Agreement Step 4 The person who will maintain the blank LPC stock (LPC Custodian) and a department representative who is also an authorized signatory on the default chartfield must sign on behalf of the department in the spaces provided. Employee ID numbers, email addresses and the custodian’s phone number are also required.
LPC Agreement 5 Step Indicate number of checks that you expect to use in six months. Reserved for Accounts Payable use.
How Do You Complete a Limited Purchase Check?
Limited Purchase Check Steps 1 & 2 Enter the Check Custodian’s department, campus address, name and phone number. Enter complete chartfield(s). Allocations to accounts 61000 through 61405 are not allowed. Note that total cannot exceed $1000.
Limited Purchase Check Step 3 Payments on behalf of a nonresident alien should not be made on an LPC without pre-approval by the Tax Services department.
Limited Purchase Check Step 4 If the vendor is already on the Vendor Master, then write the vendor number here. If a taxpayer ID is required then attach IRS Form W-9. IRS reportable transactions include payments to study participants, rent and non-employee compensation. Please consult Tax Services to determine whether a particular transaction is reportable to the IRS. Link to IRS Form W-9
Limited Purchase Check Step 5 This total must agree with the total on the invoice, the amount written in plain English and the numeric amount on the check.
Limited Purchase Check Step 6 Business meals, refreshments, recruiting, or entertainment expenses must include in this section the names of the attendees (if less than 10) or name of the group and number in attendance, a detailed description of the business purpose of the meeting, and the date(s) of the function. All expenditures for business meals, refreshments, recruiting, or entertainment require the approval of the next higher authority. A Dean or higher authority must approve the expenditure if alcohol is served, or the purpose of the meeting is recruiting or entertainment. The meeting is considered entertainment if the purpose of the meeting is relaxation or amusement, even though food is served, or if other parties are present, such as spouses or related children.
Limited Purchase Check Steps 7 & 8 Fill in this space if the taxpayer ID is not on the invoice, or when there is not an address on the documentation. . Complete this space if goods will be delivered. Include your city street address and building room number.
Limited Purchase Check Steps 9 & 10 Include in this space a brief description of the purchase. For instance, ” office supplies, ” “blood donor”, “study participant”, etc. Enter the date the check is created. The check is good for six months from the date entered here.
Limited Purchase Check Steps 11 & 12 Write the amount of the check in plain English (Ten and no/100). Write the name and address of the vendor in this space.
Limited Purchase Check Steps 13 & 14 The amount cannot exceed $1000. This must match the amount on the documentation, the amount written in plain English and the amount allocated above. The signatory must be an authorized signer for the activity or project charged above.
Other Considerations: I. Security and Accountability Limited Purchase Checks are highly negotiable and should receive the same precautionary measures as cash. These checks must be retained in a secure place, out of sight in the ordinary course of business, and the checks must not be signed until issued. If a check is lost or stolen, the department must notify Accounts Payable immediately. II. Expenditure Review If an LPC fails expenditure review and Accounts Payable has to perform additional tasks to get the documentation into a recordable state, a $12. 00 processing fee will be charged. Persistent improper use of the LPC will result in withdrawal of privileges to use these checks, and may result in disciplinary action for fraudulent use.
III. LPC Cancellation There are three scenarios when it may be necessary to cancel an LPC which has been written: • Written but unusable and not yet released to vendor • Written and released to vendor, but unusable • Written, released to vendor and lost
Scenario 1 Written but unusable and not yet released to vendor Status • You have the unusable check in hand What do I do? 1. Mark “Void” across all check copies • The check is unusable due to: 2. Send yellow copy and original check to AP. Custodian should keep Department copy. • Clerical error • Mutilation • Spilled Coffee • Etc. 3. Mark check as “SPOILED” in the Positive Pay System
Scenario 2 Written and released to vendor, but unusable Status • You have the unusable check in hand • Vendor has returned the check, there is no further need for payment. • Duplicate payment • Wrong vendor • Etc. What do I do? 1. Mark “VOID” across check. 2. Send check to AP. If yellow copy has not been sent to AP, then do so now. 3. Mark check as “Void” in Positive Pay.
Scenario 3 Written , released to vendor and lost Status You do not have the check in hand Vendor does not have check in hand. What do I do? Fill out and fax to AP (585 -6443) a “Stop Payment" form available from AP website: http: //fbs. admin. utah. edu/downl oad/AP/Stop. Payment. F. pdf Enter the comment “Stopped” in the Positive Pay System After Stop Payment has been done, you may issue a new check. (*See next slide)
IV. Re-issuing an LPC The department should wait at least 24 hours and call AP to verify that the Stop Payment has been placed with the bank before re-issuing a replacement check. Without this acknowledgement, the department runs the risk of both checks clearing the bank. A comment that this is a replacement check should appear in the memo field of the check that is being replaced and the replacement check in Positive Pay System. A copy of the original supporting documentation should accompany the new check to AP.
V. Online User’s Guide Please refer to the Limited Purchase Check User Guide located on The Accounts Payable Website. Any further questions regarding Limited Purchase Checks may be directed to Sandy Jones (581 -5759) or the Accounts Payable Department’s main telephone line (581 -6976).
Topic 3 Check Requests A Check Request may be made for any dollar amount. It is intended for a one time transaction between the University and an outside vendor. Use a Requisition if the agreement includes incremental services or deliverables and the vendor expects installment or coincidental payments.
When to Use a Check Request A Check Request is preferred to pay reimbursements, membership dues, and advance deposits on conferences. The Preferred Methods of Procurement Chart also lists other items which can be purchased with a Check Request.
A Check Request is required to pay: -Consultants. A Professional Services Agreement is required. - Guest lecturers. A Guest Lecturer/Performer Agreement is required. -Independent contractors. A Professional Services Agreement is required. -Performers (Individual and Group). A Guest Lecturer/Performer Agreement is required. -Honorarium (An honorary payment made on a special and non-routine basis to an individual who is not an employee of the university to recognize outstanding achievement, demonstrate respect or esteem for the individual’s status or position, or to acknowledge the contribution of gratuitous services to the university. Does not include prizes and awards to university personnel. ) Please read University Policy and Procedures 4 -14 and 3. 24.
Obtaining a Check Request The Check Request is available in on-line or template versions for Windows computers or a version that is not numbered for MAC users. -Use the first CQ template to get an auto-numbered fill -in form that includes check boxes and drop down selections.
How Do You Complete a Check Request?
Check Request Steps 1 & 2 Enter the name of the preparer next to “FROM: ” Fill in department name, location and phone number for the preparer.
Check Request Step 2 Check one box and supply country of residence, if needed. If “Yes” is checked, the Check Request will be sent by AP to Tax Services for approval.
Check Request Step 3 Make one selection in Payment box. (The form will not allow more than one. )
Check Request Step 4 Make one selection in Payee box. (The form will not allow more than one. )
Check Request Step 5 Complete all boxes for Payee name and address.
Check Request Step 6 A unique invoice number is required if you are using the Check Request Template. This will make future research easier. Please follow these rules for creating the invoice number: -Use the invoice number from the accompanying documentation (this value is required if it is available), or -Use the originating department’s activity or project number plus a unique value (up to 11 characters) that will distinguish this Check Request from all others. For example, the originator’s initials , plus the current date, and some other sequence value or -Create a unique value (up to 16 numbers or letters ) that will distinguish this Check request from all others. The originating department must keep track of the invoice numbers that contain unique values, because the system will reject vouchers that contain the same vendor, invoice number, invoice date and amount.
Check Request Step 7 Enter Handling Code of: BS -Bookstore CM -Campus Mail FO -Foreign HO -Hospital HP -Hold for Pick-up PK -Park Building SH -Special Handling ST -Stuffer TR -Travel US -US Mail
Check Request Step 8 Reserved for Accounts Payable use only.
Check Request Step 9 Enter complete chartfield(s). If there is a charge to a project, the Check Request will be sent to Research Accounting for approval.
Check Request Step 10 If the amount in any one activity is greater than $1, 000, AP sends the Check Request to General Accounting for approval.
Check Request Step 11 If a taxpayer ID is required for this transaction, an IRS form W-9 must be attached to the Check Request or one must already be on file (less than 2 years old). If not, the voucher will be put on hold until one is received. (See Tax Services to determine whether a transaction is reportable to the IRS. )
Check Request Step 12 Fill in the Date(s) of Service if the payment is for professional services.
Check Request Step 13 Purpose/explanation should be descriptive. ( For example if this is a reimbursement for a luncheon that was paid by the payee, indicate the number of attendees, business purpose of the meeting and the date. ) The Check Request must have the documentation required by the type of transaction. (If this is a payment to an independent contractor, then a copy of the agreement must be attached, etc. ) If alcohol was served during the meal discussed above, then the expenditure requires a Dean/Director, or higher approval.
Check Request Steps 14 & 15 The terms start on the date prepared or the date on the invoice. We also need to know who to contact if we have a question about the Check Request. All Check Requests must be signed with an original signature and the signatory must be on file in Accounts Payable. If the signatory is a Department Chair or above, then this is not a requirement.
Check Request Step 16 All new memberships and reimbursements require the signature of the Payee’s next higher supervisory authority.
What is a Next Day Check? If we receive a Check Request with an accompanying $12 Campus Order for special handling: • Before 1: 00 pm we will create a check the following morning providing that the Check Request will pass expenditure review. • After 1: 00 pm we will try to work the voucher into the same day production and pay it the next morning. If we cannot process the request on the day that we received it, it will be processed the next morning and paid the morning of the second day. These checks will be mailed with our regular check production. All requests for “same day” checks must be hand delivered to an Accounts Payable supervisor, and will be handled responsibly on a case-by-case basis depending upon the available resources.
Check Requests Marked “Hold for Pick-up” When should a department request a check be held for pickup? • When the department has documentation that they want to include with the check to the vendor. (Please also send a copy to AP with the CQ for audit purposes. ) • When the vendor wants to pick up the check to avoid the mail delays. • If the vendor is a guest lecturer or performer who expects their payment immediately or upon completion of their lecture or performance. • When the vendor is an individual who has a special immediate need. We expect the originating department or payee to pick up the check within 24 hours after it is printed. If the check is not picked up within five business days, Accounts Payable will mail the check to the payee on the check. Please remember that a picture ID is required from the person who picks up the check.
Other Considerations: I. ACH Direct Deposit Payments can now be made by Direct Deposit rather than by check: • Available for vendors, employees, and students who are on the Accounts Payable Vendor Master table. • This payment method does not affect payroll and is not associated or coordinated with the Payroll Department’s direct deposit options. • There are no checks or advices for this distribution. The payment will be sent directly to the payee’s bank and an email containing the invoice number(s) and amount paid will be sent to the payee. • Once the vendor or student is set up under this payment method, they must notify Accounts Payable in writing if they wish to change the account information or want to opt out. • A Stop Payment cannot be made on a Direct Deposit Payment. • Link to the Direct Deposit Authorization Form here.
II. Stop Payment on a Check Printed by AP • The Stop Payment Request Form can be found on AP website. • Fax/Send completed form to AP (585 -6443). Be sure to include a valid reason for voiding the check, mark whether the check should be reissued or simply voided and include the check , if possible. • It is also acceptable to mark “VOID” , the reason for the stop, your name and phone number directly on the check and deliver it to AP.
III. Travel Related Payments on a Check Request Accounts Payable can pay only the following travel related expenses on a Check Request: • Immunizations • Passports • Visas • Local mileage • Local conference registrations For all other travel related expenses, the department must register the trip, obtain a travel number, and submit payment requisition to Travel Department.
Conclusion • You have now learned how to: –Properly use a Limited Purchase Order, Limited Purchase Check and Check Request to make a payment –Complete a Limited Purchase Order, Limited Purchase Check and Check Request so that AP’s expenditure review will be expedited
Additional Resources John Downing Michele Thomas Sandy Jones (LPCs) Processors Judy Chan Alice Averett (Check Production) Maria Nielsen (Audit) Angela Sullivan (Vendor Master) Front Desk Scanning Room • AP Website: www. ap. admin. utah. edu • AP Main Phone: 581 -6976 • AP Fax Number: 585 -6443