Accounts Payable Policies & Procedures
Proper Invoice Handling
It is University Policy that all vendor invoices must be sent directly to the Accounts Payable Department, rather than having the invoice sent to the department that actually initiated the purchase. This is noted on all Purchase Orders. This one simple step is not only university policy, but it is also encouraged by auditors and follows accounts payable best practices for the following reasons:
Allows the Accounts Payable Department to scan the invoice into an imaging database.
Scanning of the invoice saves an enormous amount of time that could otherwise be wasted looking for missing or misdirected invoices.
Scanning enables the Accounts Payable Department to track all invoices beginning from the receipt of the invoice, to approval of the invoice, to final payment. It is the Accounts Payable Department's responsibility to ensure the timely payment of all university invoices.
Improves the invoice payment/budget process by helping to reduce cost by allowing CCSU to take advantage of any discounts terms offered in exchange for prompt payment.
Reduces the chances that a duplicate payment can be made due to the simple fact that when an invoice cannot be found and a second one is sent, the possibility of a duplicate payment increases.
Ensures timely payments, which in turn improves customer relations by curtailing late payment charges and decreasing the number of phone calls from vendors inquiring about delinquent payments.
Reduces duplication of effort by not having to request the vendor or ordering department provide Accounts Payable with a copy of the invoice.
Inevitably there are invoices that must be reconciled by the ordering department before
being approved for payment. These should not be treated any differently. Once the
invoice is received in the Accounts Payable Department, it is scanned and then routed
to the appropriate ordering department for review, changes if necessary, and approval.
It is in the best interest of CCSU and its vendors to get the invoice to accounts payable as quickly as possible. Please inform the Accounts Payable Department when invoices are being sent directly to you so that we may contact the vendors and rectify the situation.
Your assistance and cooperation is this very important matter is very much appreciated.
Policy on Payment of Institutional Membership & Subscriptions
A Disbursement Form, which includes the appropriate funding information, is to be utilized to pay for Membership and Subscription requirements. A Purchase Requisition is no longer required for direct payment of Memberships and Subscriptions.
Accounts Payable is charged with the responsibility of ensuring that only one Membership or Subscription per individual/department is paid for in any one fiscal year.
The Budget Office must approve all institutional memberships.
Questions regarding CCSU's Membership Policy may be directed to Tom Brodeur at firstname.lastname@example.org or X2253