Accounts Payable Invoice Processing

Invoice Processing

Invoices paid against Purchase Orders

Invoices for goods and services issued as the result of a purchase order may be submitted to the Office of Procurement Services for a three-way match of the purchase order, invoice, and receiving documentation.

Price discrepancies shall be approved and noted and quantity differences shall be approved by the end-user, and confirmed by a change order. Documentation will then be forwarded to Accounts Payable for payment to be issued.

Invoices for West Plains purchase orders generated by West Plains, and for encumbrance purchase orders, i.e. rent of facilities or maintenance and repair agreements with West Plains local vendors, generated by the Springfield campus are to be processed for payment by the West Plains campus. Invoices received by the Springfield campus for such purchase orders will be forwarded to the West Plains campus for processing. Other invoices for West Plains purchase orders generated by Springfield are to be processed for payment by the Springfield campus.

Payment Request Invoices

Invoices for the payment of services or products previously performed or received may be submitted via a Payment Request Form to Accounts Payable. Payment can be issued for items up to $10,000. Items over $10,000 will be directed to the Office of Procurement Services for approval, and payment will be issued by Accounts Payable if approval is granted.

Payments of Invoices Processed Without an Actual Payment Request with No Dollar Limit

The above is defined as selected invoices for the payment of services or products previously performed or received and submitted without a Payment Request Form to Accounts Payable. Payment may be issued for amounts of any dollar amount.

Examples

  • BearPass withdrawal requests
  • Bookstore inventory invoices approved by the Bookstore
  • Catering Services, Chartwells
  • Garnishments of payroll
  • Reimbursements for CPS testing
  • Utility bills, city bills, or others approved by Energy Management
  • Visa payments, monthly

Required Documentation for Reimbursement

Payments by cash – Submit the original register receipt with signature of purchaser.

Payments made by credit or debit card – Submit the original register receipt. If the cardholder's name is not preprinted on the receipt, submit a copy of the card statement reflecting the cardholder’s name, the last four digits of the account number, and the charge posting to the account, or a copy of the charge/debit card reflecting the last four digits of the account number and the holder’s name along with the original receipt. (Please cover the account number except for the last four digits on either the card image or the card statement.)

Reimbursement for Food – When submitting a payment request for payment on an invoice for food, banquet, et cetera. The invoice should provide a detailed list of food and beverages provided and a detailed pricing reflecting the charges and potential sales tax included in the invoice total.