Vendor Payments & Nexonia Accounts Payable

Nexonia Accounts Payable

Nexonia Accounts Payable (Also Know As Nexonia AP) is a module within Nexonia that allows you to submit vendor payment requests. You will use this system to pay vendors that are external of our organization for goods or services rendered for The Austin Stone Community Church and For the City Network. Please know that Nexonia AP does not have a mobile app, so it will need to be accessed from your computer.

Below is the church's Expense Reimbursement Program Summary and Expense FAQ. By participating in this program, you understand and agree to everything in these documents.  (Click on each document to open)

Expense Reimbursement Program
















Using Nexonia

New Vendor Setup

If you want to add a new vendor to Nexonia AP, please complete the following steps:

  1. Request the following documents from the Vendor:
    1. A completed Form W-9 (If they need a copy of a W-9, please see below):
    2. A completed Direct Deposit Form INCLUDING either a voided check or bank DD form (Your Vendor is not required to sign up for direct deposit, however this will increase the speed at which they are paid and reduce time/cost to the church. A check will be sent if they do not fill out a direct deposit form)
  2. Submit Vendor Forms using this Asana Form
  3. This vendor will be added within 3 - 5 business days.

New Vendor Documents:

Form W-9

ACH Authorization Form

Special Instructions

What Information will print on a check?

Information (such as "attention to", invoice numbers, or event name) that needs to be on the memo line of a check stub must be included in the "Description" or "Invoice Number" field of the report in order for it to be printed on the check. 

Checks for hand delivery:

If you are requesting a check to not be mailed, please indicate that at the beginning of the "Memo" field AND send an email to accountspayable@austinstone.org to ensure that the check is pulled and placed in your work mail folder.

Sales Tax:

Always try to get sales tax exemption. See Tax Exempt Documents. If you pay sales tax, you need to separate out the sales tax into an additional line. REMINDER: Companies outside of the state of Texas, car rental companies, hotels, and airlines charge for taxes that are NOT considered Texas sales tax so please include the tax amount in the total amount.

Date of Transaction:

Each Nexonia report must reflect the transaction date of every expense it includes. For example, if you have 3 lines going to the same vendor then they must also have the same date or you will need to create another report. 

Attachments:

Please ensure that your Nexonia account is set to import attachments (receipts/invoices) at the highest resolution to ensure readability of pertinent information. 

Processing:

Invoices are processed on Thursdays. That means that your payment request needs to be fully approved by 5PM on the Wednesday before. If you send it through on Thursday, there is no guarantee that it will be processed. If your invoice is processed on Thursday, and the vendor has direct deposit set up, the vendor you are paying should receive the reimbursement on Friday. Otherwise, a check will be mailed out on Friday.

Nexonia Access

To maintain compliance with our security controls communicated to our Auditors, please do not (for any reason) share your Nexonia login or password.

If you have any addition questions, please reach out to our AP team at accountspayable@austinstone.org 

Other

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