| What to do |
How to do it |
| 1 |
Check the invoice to make sure it matches the purchase order and to verify receipt. |
- Check for the following items:
- Purchase order number is correct
- Goods or services have been received
- Price for goods or services is correct
- If an item on the invoice is not correct, follow up as noted below:
- Incorrect purchase order number: Write the correct number on the invoice and proceed to Step 2.
- Goods or services have not been received: Inform the vendor immediately; do not approve the invoice until the situation is resolved. Contact a member of the Payment Assistance Resolution Team if you need assistance.
- The charges are incorrect: Contact the vendor and ask for a credit memo and a corrected invoice. After you receive the credit memo, please follow the directions on How to Process a Credit Memo.
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| 2 |
Get the invoice approved. |
- The original invoice must be signed by a person in the department authorized to approve invoices for payment.
- The approver must also print their name under their signature.
The approver must have a signature authorization on file in Disbursements for the fund source being charged.
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| 3 |
Send the approved invoice to Disbursements. |
- Before you send the invoice, make a copy for your files.
- Send the signed invoice to the Disbursements, Mail Code 0955.
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