Invoices submitted by vendors for the payment of goods and services authorized by purchase orders are processed by the Accounts Payable Department.
Prior to payment, departments must approve all invoices that are:
- $1,000 or greater and charged to a standing purchase order.
- 20% or more than the unit price on the purchase order.
All invoices under $1000 which match the items identified on the purchase order and do not require departmental approval will be paid without departmental approval.
All invoices with the purchase order noted thereon, must be forwarded directly to Accounts Payable by the vendor. Non-compliance with this policy may result in a delay in the payment of invoices which may adversely affect vendor relations.
Invoices are time-stamped then entered into the Banner system for payment. Payment is made according to the terms of the vendor. Invoices processed against a purchase order that does not have enough encumbered funds in the account will be placed IN PROCESS until the department has put through a change order (POCA) to cover the outstanding invoice. A reduction of the encumbrance can be viewed in Self Service Banner.