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How to Process Vendor Invoices that Require Authorized Approval Signature
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Summary: Authorized approval signatures are required on invoices associated with a High Value Purchase Order equal to or greater than $10,000, and dated August 1, 2009 or later. Prior to August 1, signatures were required on invoices $5,000 or more. Vendors should send invoices directly to Disbursements for initial handling. Invoices are then forwarded to the department for review and approval signature. When you receive this type of invoice from Disbursements, follow the steps below. |
| 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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