Question: I think that I have an invoice, but how can I be sure?
Answer: If the words packing slip or order acknowledgment are written somewhere on the document, then this is not an invoice. An invoice must be generated by the vendor seeking payment and should never be fabricated in house.
Question: OK, I have an invoice, now what?
Answer: Vendors are instructed on the purchase orders to send all invoices directly to the Accounts Payable Office. If, by chance, a vendor sends the invoice to your department, forward the invoice to the Accounts Payable Office immediately. Delays in forwarding the invoice to Accounts Payable will delay payment and possibly impact future shipments from the vendor for the entire university.
Question: What if I don't have a purchase order?
Answer: For purchases over $250, you must complete a Request to Purchase form and forward it to the Purchasing Office prior to placing the order. The Purchasing Office will assist you with the purchase, direct you to the lowest-price vendor or identify a vendor for you in those cases where you are unable to find one. Purchasing will assign the purchase order number and forward the purchase order to the vendor. The Purchasing Office will also send you a green Payment Approval copy of the purchase order for purchases of $1,000 or more. When you have satisfactorily received the goods or services, sign and date the green Payment Approval purchase order and forward it to the Accounts Payable Office. The invoice for your purchase will not be paid until your signed Payment Approval form is received in the Accounts Payable Office.
Question: When do I use a Check Request?
Answer: Use a Check Request form for the following types of payments:
- Membership dues and fees
- Registration fee
- Payments to independent contractors
- Interlibrary loans
- Prizes or awards
Please forward any other questions or comments via e-mail to Kim Smegal.
The Accounts Payable telephone number is (215) 895-2840.
The Accounts Payable fax number is (215) 895-2844.