If an invoice is received in the department directly from a vendor, it is critical that the invoice be forwarded to Accounts Payable as soon as possible;

1. First, verify that the invoice belongs to your department.
   If it is not yours, Mail it to the Accounts Payable Office.
2. If the invoice belongs to your department:
   • Date stamp the invoice
   • Verify that the goods/services have been recieved and that the billing amount is correct - call the vendor if you note any discrepancies.
   • If the invoice is "ok to pay" apply a coding block label - call 4-5599 if you need a supply of coding blocks.
   • Complete the coding block.
   • See Completing the Invoice Coding Block
   • Have the coding block signed by an "authorized signature" - two is required if the amount is $50.00 or greater.
   • Mail the original and one copy of the invoice to Accounts Payable.
   • Last, keep a copy for your records. Retain records for three years for audit requirements.

 

If you need assistance, contact the Financial Services Help Line: 410-704-5599