REMINDER TO ALL
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
step is not only university policy, but it is also encouraged by
follows accounts payable best practices for the
Accounts Payable Department to scan the invoice into an
the invoice saves an enormous amount of time that could
otherwise be wasted looking for missing or misdirected
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.
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.
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.
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.
duplication of effort by not having to request the vendor or
ordering department provide Accounts Payable with a copy of
there are invoices that must be reconciled by the ordering
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
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 cooperation is this very important matter is very much
Payment of Institutional
Membership & Subscriptions
Form, which includes the appropriate funding information, is to
utilized to pay for Membership and Subscription requirements.
Requisition is no longer required for direct payment
of Memberships and
Payable is charged with the responsibility of ensuring that only
Membership or Subscription per individual/department is paid
for in any one fiscal
Office must approve all institutional memberships.
Questions regarding CCSU's Membership Policy may be directed to
firstname.lastname@example.org or X2253
Membership Subscription (PDF)
Electronic Disbursement Form (PDF)
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