Most purchases made by the University are on account and will be paid upon presentation of appropriate supporting documentation. Original receipts or invoices are examples of appropriate supporting documentation. Payments are made with checks generated by the computer system on a daily basis. Checks are then available for mailing or distribution as required. Sometimes, an invoice or document lacks adequate space to write clearly the account coding and required signature. In such a situation, a Check Requisition Form is required (see also Check Requisition Procedure). Allow five (5) working days to process the payment.
It is the responsibility of the department to verify the quantity and condition of the goods received and the dollar amount stated on the face of the invoice. If there is a discrepancy, contact the Purchasing Office or the vendor, depending upon how the purchase was made.
The original invoice should be forwarded to Accounts Payable as soon as possible to assure prompt payment and avoid unnecessary finance charges to your department budget. On the face of the invoice, please write clearly the following information for it to be processed.
Amount of Payment
Authorized Signature and Date
If the invoice lacks space to write, attach the invoice with Check Requisition Form (see instruction for filling out the form)
When goods are received by the department, the pink copy of the purchase order should be attached to the original invoice with completed information as indicated above before sending to Accounts Payable. Accounts Payable will compare price and quantity on the invoice with the PO, and if satisfactory, pay the invoice and release the encumbrance from the department budget. When the department approves the invoice(s) for payment, Accounts Payable assumes that goods/services are received in good order by the department.