Purpose:

To pay invoices associated with AIS, APS, Business Contracts, and/or not a PO

 

Responsibilities of Person Receiving the Invoice:

To verify the following are in compliance:

  • For items that have AIS, APS, Or Contract
    • Invoice has AIS, APS, or Contract number on it – if not request a copy from the vendor
    • Service dates are during the time period of the agreement if an agreement
    • Verify the date the items on the invoice were received
    • Verify the items on the invoice are in good condition/working order
    • Verify the items received are what we ordered/in the agreement
    • Verify all items on the receipt are ok to pay for
    • Verify amount of each items was the agreed price on the agreement
    • Confirm account number to pay for these items
      • Verify account number allows these kinds of purchases and has sufficient funding
  • For items that do not have an agreement:
    • Verify date of service
    • Verify the date the items on the invoice were received
    • Verify the items on the invoice are in good condition/working order
    • Verify the items received are you ordered
    • Verify all items on the receipt are ok to pay for
    • Verify amount of each items was what you expected to pay
    • Confirm account number to pay for these items
      • Verify account number allows these kinds of purchases and has sufficient funding    

Procedures to Request Payment

  • Invoices should be received by the Business Services Payment Team
  • Invoices will be date stamped by Business Services Payment Team
  • Invoices will be audited for the items state above
  • Invoices will then be sent to the client/requestor to verify the following:
    • Date goods/services were received
    • Items were is good/working condition
    • All items on invoice were received
    • Approval to pay invoice
    • Client/Request should respond to the email with the appropriate information for the questions listed above
    • Once client/request confirms information, the Business Services Payment Team will process the invoice for payment

** If an invoice is received by your Division first, please do the following:

  • Verify all items listed in “Responsibilities of Person Receiving the Invoice”
    • See VP2 Checklist
    • Send the invoice with all the information (Copy of Contract/Agreement if appropriate) / signature approval to process the invoice forward as a PDF to payments.bservices@cns.utexas.edu
    • Subject Line should follow the following nomenclature:
      • Purpose – Vendor – Description – Date (Service Date)
      • EX: Pay – Willis Photography–CN#12356 – 5/5/2016

 


                                                                                                                                         Last Updated: 11 April 2017