Things to Remember About Payments

Payment of Invoices Against a Purchase Order: Purchases orders specifically instruct suppliers to send their invoices to the Accounts Payable Department. Suppliers, however, often send invoices to a point of contact. It is important to send original invoices to the Accounts Payable Department for processing. Accounts Payable must process all vouchers for payments against purchase orders.

Three-Way Matching: When a voucher is entered from a suppliers invoice it is matched to the purchase order and also to a receipt against that purchase order (unless the PO has been setup as amount only). If you have failed to enter a receipt in the system for a purchase you have made, payment cannot take place until the receiver is entered matching it against both the PO and the voucher. Departmental Buyers/requestors will receive automatic notifications regarding purchase orders with vouchers but without matching receivers. Please enter the receiver as soon as possible after the receipt of goods or services.

Late Payment Fees: The university is obligated to pay its suppliers within 30 days of the receipt of the invoice. If payment is made late, the university must also pay the supplier a late payment fee. The annual percentage used in the calculation of the fee is based upon the prime rate and established once each year. If a late payment fee is made against a purchase order it will be charged against the first account number used on that purchase order.

Payment of Non-PO Vouchers: When invoices are received for payments that are not covered by a purchase order, the voucher is typically entered by the departmental buyer/administrator (except for Medical School and Facilities). The Purchasing & Payment Procedures outline the appropriate types of payments that are made on this type of voucher. If a transaction should have been completed on a purchase order, the department must justify in writing why proper procedures were not followed. A purchase order cannot be entered after-the-fact.

Required Documentation for Non-PO Vouchers: Original invoices are required for payment. When submitting a non-PO voucher, attach the invoice to a copy of the voucher summary page and the invoice information page (including the chartfield) and forward to the Disbursement Office. If the payment is in connection with a contract, a copy of the contract should be attached. Also include any written correspondence that may support or explain the necessity of the payment.

Travel & Expense Reimbursement: Travel & expense reimbursement is handled by the Employee Reimbursement Team in the Finance Department. Please see the Finance web site for processing instructions.