Payment of Invoices
- From Requisition to Check
- Vendor Data Record form
- When there is a delay in payment
- Researching a Payment in CMS
- When to void a check
The life cycle of a Service Order and Purchase Order:
- The department determines an order must be placed to pay for a service or puchase a commodity.
- The department determines which vendor they wish to use to fill the order. If the vendor is not in the vendor file, the department must inform Procurement & Contract Services by noting the new vendor on the requisition.
- The department enters a requisition into CMS. For instructions on how to enter a requisition, see the Finance Requisition Entry, Approval and Inquiry Manual.
- The requisition is approved in CMS by an approving official.
The requisition is dispatched into a service order or puchase order by Procurement & Contract Services. The order is mailed to vendor. If the vendor is not in the vendor file, a copy of the Vendor Data Record form will be included with the order. Payments will not be issued until the Vendor Data Record form is received.
- The vendor will provide the service or fill the commodity order and issue an invoice to Accounts Payable.
- The order is complete when the check is issued to the vendor.
If the invoice is associated with a service:
- The invoice submitted for payment must be approved for payment by the department upon completion of service.
- Services are paid in arrears.
- Receiving is not required for services.
If the invoice is associated with a purchase order:
- The invoice does not require department approval prior to payment.
- Receiving is required to be posted in CMS. Central Receiving is responsible for recording stock received report information on all items delivered through Receiving. On orders that bypass Receiving, it is the responsibility of the campus department to submit a stock received report to Receiving. The department may submit a packing slip or a copy of the purchase order identifying the items received in lieu of a stock received report.
The Vendor Data Record form (std. form 204) is required for all vendors. The form is provided by Procurement & Contract Services and is sent to all new vendors when a service/purchase order is dispatched. The Vendor Data Record form must be completed, returned, and entered into CMS before payment can be rendered.
The Vendor Data Record form may also be requested by Accounts Payable or the department for the following reasons:
- To prevent the delay in payment to the vendor. If the Vendor Data Record form is not entered into CMS, the check to the vendor will not print.
- The vendor has changed their name, address or Federal Identification number.
- The vendor’s business is now incorporated. They are no longer classified as an individual/sole proprietor or partnership.
- The vendor is new and the form is needed to process a requisition or Direct Payment Request.
- To verify or update address or tax ID number information from the vendor.
A payment may not be issued to a vendor for several reasons:
The invoice was not received by Accounts Payable. All invoices should be mailed directly to the Accounts Payable office. Many departments mistakenly have the vendor mail the invoice to them, causing a delay in payment.
Stock Received is not posted in CMS. Whenever any commodity is purchase by the University, receiving must be posted in CMS. Central Receiving is responsible for recording stock received report information on all items delivered through Receiving. On orders that bypass Receiving, it is the responsibility of the campus department to submit a Stock Received Report to Receiving. The department may submit a packing slip or a copy of the purchase order identifying the items received in lieu of a stock received report.
The service/purchase order needs to be amended. There may be several reasons why an order may need to be amended:
- The description on the order doesn’t match the invoice description.
- The quantity invoiced is greater than the quantity ordered.
- The invoice amount is greater than the purchase order amount.
- Sales tax or freight is not on the order or is being invoiced over the $100.00 leeway allowed by Procurement & Contract Services.
- The vendor is invoicing for an item or service that is not listed on the order.
- The vendor is invoicing for greater than the amount quoted to Procurement & Contract Services.
- The Vendor Data Record form (std. form 204) has not been received.
Items or services are purchased from vendors without a purchase order. Payment will be delayed whenever services are rendered or commodities are purchased without an order. A requisition will need to be entered into CMS after the fact. The department is required to write a justification for expending University funds without the knowledge of Procurement & Contract Services.
To determine whether an invoice has been paid, and/or if the check has cleared our bank, please see the Researching a Payment document.
If a vendor calls about a payment and the check has been issued but never received, the check may be cancelled and reissued. Before a check can be reissued please verify the following:
- The check was issued more than three weeks prior to the vendor calling.
- The check is not in Student Financial Services Center (Lassen Hall – Cashier’s Office) waiting to be picked up by the vendor/employee.
- The check has not been cashed.
- If the check has been lost in the mail, email the Accounts Payable Technician responsible for handling the vendor. Request a stop payment be placed on the check. The Tech will need to know the following information in order to initiate the stop payment: vendor name, PO number if applicable, check number, the contact person for the vendor, vendor phone number and fax number.
- The Tech will mail, email or fax the vendor a Check Replacement Application. This form must be completed and returned prior to reissuing the check. The replacement application requires an original signature and must be notarized if the vendor is an out-of-state vendor. Do not fax back, need original documents.
- The stop payment process is initiated by Accounts Payable upon sending the replacement application to the vendor. The entire process may take a minimum of one to two weeks to complete. Any delay in receiving the completed application back from the vendor delays issuance of the replacement check.
- Once the replacement application has been received and the stop payment has been confirmed, a new check will be issued and mailed to the vendor.