Accounts Payable

AP Payments
Choosing the Right Account
Document Imaging for Vouchers
Interagency Payments and Receipts Using RTI
Local Travel Non-Overnight Personal 
Local Travel Reimbursement Checklist
Looking Up an Account Definition
Procurement Card
Prompt Payment and Payment Scheduling
PO Encumbrance
PO Vouchers
SC Voucher Workflow
State Travel Reimbursement Checklist
Travel Card
Travel
Vendors
Vouchers
Voucher Workflow

Prompt Payment and Payment Scheduling

Summary

Entering the Correct Dates on Vouchers

It is very important to enter the correct dates on a voucher. The Invoice Date helps to prevent duplicate payments, and the Goods Receipt Date and Invoice Receipt Date determine when some vouchers are scheduled for payment and how much interest will be paid to the vendor if the payment is late.

Invoice Date – date printed on the invoice by the vendor. The Finance System will give you a warning message if you try to enter the same invoice number and date for the same vendor. Therefore, it is very important that Invoice Number is entered exactly as it appears on the invoice (including upper/lower case letters) and that the Invoice Date is entered correctly.

Invoice Receipt Date – date the invoice is first received by the University. Invoices should be stamped in when they are first received or the date they are received should be written on the invoice. If an invoice is mailed to one department and rerouted to another department, the Invoice Receipt Date is when it is received at the first department. If the invoice received date does not appear on the invoice, the Invoice Date will be used as the Invoice Receipt Date.

Goods Receipt Date – date that goods are received or services completed. If the PO or contract allows additional time for inspection, the Goods Receipt Date will be the date that the department determines the order is correct and complete or when the inspection period ends, whichever comes first. For a lease, subscription, or membership, the Goods Receipt Date is always the last day of the lease, subscription, or membership period for which you are paying.

Acceptance Date – date that goods are received or services completed. Enter the same date as the Goods Receipt Date.

For employee, student, and regent reimbursements, all of the above dates can be the date the voucher was created. Reimbursements to employees, students, and regents are scheduled to pay immediately regardless of the dates entered on the voucher and they are not eligible to receive late payment interest.

Scheduling Payments

Vouchers automatically scheduled to pay immediately (i.e., the Scheduled Due Date equals the date the voucher is created):

• Local fund vouchers
• State fund vouchers $5,000 or less
• Payments to UHS students, employees, and regents
• Payments to UHS departments, service centers, and auxiliaries
• Payments to utility and telephone companies (to avoid interruption of service)
• Payments to most state and federal agencies (e.g., Comptroller’s Office, IRS, etc.)