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Payment Processing Requirements

Timely payment of our invoices is vital to °ÄÃÅÀÏÆæÈËÂÛ̳ maintaining good relations with our vendors and being compliant with prompt pay requirements.

The following items are needed before payment processing can occur: 

• Purchase Order - An approved eVA purchase order that has migrated to Banner must exist prior to payment processing. The name and Tax ID/SSN number on the purchase order should match the name that appears on the invoice as the remit to vendor. Refer to the Payment Method Guidelines for transactions that do not  require an eVA Purchase Order.
• Vendor Invoice - All eVA purchase orders state that invoices are to be sent to Accounts Payable at Box 6906. Invoices received by the department are to be forwarded to Accounts Payable immediately. To avoid delays in processing, please ensure the purchase order number is noted on the invoice. Also, please be aware that invoices attached to purchase orders in eVA must also be sent to Accounts Payable by campus mail or email. The eVA system does not alert Accounts Payable of attached invoices.
• Receiving Report - Receiving information must be entered into eVA within 3 days of receipt of the goods or service. The actual date the goods or service was received is required to properly calculate the payment due date.

Processing Tips 

Payments for services require begin and end dates for the services provided prior to processing. Examples of service payments include subscriptions, membership dues, maintenance agreements, and rental agreements.

Receiving must be completed within 3 business days of the receipt of the goods or services. Timely payment of our invoices is vital to °ÄÃÅÀÏÆæÈËÂÛ̳ maintaining good relations with our vendors.

Payments to individuals require a valid address, regardless of the method of payment. Please ensure the address exists in the Banner system. Additional Vendor Management information is available. Employee payments must be processed through Payroll.

Contracts must be reviewed and approved by the Department of Procurement and Contracts prior to execution. Only authorized personnel can legally enter into a contract on behalf of the University.

Food and Beverage purchases must comply with the Food & Beverage Policy. All purchases must follow the and amounts over the standard rate require designee approval. °ÄÃÅÀÏÆæÈËÂÛ̳ has an exclusive beverage contract with PepsiCo which requires the purchase of only Pepsi products. The university also maintains a dining services contract with Chartwell's, which has exclusive rights to provide food and beverages for University sponsored events on all University property (excluding RUC). 

Questions regarding payment processing should be directed to the Accounts Payable area.

Banner Processes 

Information obtained from the following Banner Admin pages can assist end users with monitoring their budgets tracking expenditures, identifying open encumbrances and reviewing payment detail.

FGIBAVL (Budget Availability) – Shows real-time available budget by pool code within an organization.

FGIENCD (Detail Encumbrance Activity) – Displays detail for a specific encumbrance, including journal voucher information if the encumbrance has been closed.

FGIOENC (Organizational Encumbrance List) – Shows all open budget encumbrances within an organization.

FOIDOCH (Document History) – Returns all relevant information for a purchase order or invoice queried.

Please contact Accounts Payable if you have questions or need assistance with any of these forms.

Last Updated: 9/24/2024