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FAQs

GLs and Cost Assignments


Forms

What type of back-up is required for the Payment Request Form (NPO)?

·         An original itemized receipt is required for reimbursement.  
·         A credit card receipt with only the total amount is not sufficient documentation.  
·         If the company is being paid directly, the invoice must include the remittance address.

What form do I use to request payment for a contracted service?

If the expense is a contracted service, please use the Contracted Service Payment Voucher located at http://www.txstate.edu/gao/ap/forms.html.  Contact Marcy Young, Tax Specialist, for questions on contracted services.


Goods Receipts

When and how do I need to submit a Goods Receipt?

When goods connected to a Purchase Order are delivered to the department directly from a vendor, the department must complete the Goods Receipt Notification Form so that the invoice can be paid.  The form is located at http://www.materialsmgt.txstate.edu/Resources---Forms/Goods-Receipt-Notification-Form.html

 


Payments

I created a PO. When will it be paid?

An invoice and a goods receipt or signature approval are required so that a payment can be made against a PO.  Once all three are received by Accounts Payable, and all match, the payment is processed.

How do I search for a SAP payment?

Please click on the following link to access the instructions for vendor payment information:
 
 
This information should serve as a reference guide for reviewing payment questions and verification of vendor payments.

Was this invoice paid?

Go to SAP, enter transaction code FBL1N, enter the vendor number or search vendors, check "All Items" and check all items listed under "Type", then execute to pull up payment history on your vendor.

The vendor has not received payment for an invoice, but the charge hit my budget. How did this happen?

When a valuated goods receipt is processed on a purchase order, the expense shown on the purchase order hits your budget.  This means that your account could be charged before the invoice is paid.  When payment is made, the expense is adjusted to reflect the actual dollar amount paid.

How do I get a check to pay a vendor who isn't in the University system?

*  Your new vendor must complete the Vendor Maintenance Form (FS01).  http://www.txstate.edu/gao/fimd/forms.html.

*  Vendor should return the form directly to FI Master Data by fax 512-245-8990.

*  Once the vendor has been issued a vendor number, create your Purchase Order.

*  Order your merchandise.

*  Invoices should be mailed directly to Accounts Payable, PO Box 747, San Marcos, TX, 78667.

*  Submit Goods Receipt or signature approval.

*  Payment can be processed.

When can I use the generic vendor number 700001?

Vendor number 700001 can be used for one-time refunds or reimbursements to non-employees.  A mailing address must be provided.  The generic vendor number cannot be used for payments to companies for goods or service.


Allowable Expenses

I am having a faculty or staff meeting. Can I buy small items (cookies, etc.) for the meeting?

Coffee and bottled water are permitted.  Food items are only reimburseable according to the Business Meals Policy.  accounts-payable/resources/business-meal.html

Is there a dollar limit to a retirement gift paid from university funds?

Based on tax regulations and UPPS, the gift must be under $400 to remain non-taxable.  E&G funds is limited to $100.  Other university or personal funds can be used.

Can I purchase a laptop computer or other asset on-line and get reimbursed?

No.  A Purchase Order must be created for any asset.  For specific questions about assets, please contact Cruz Jaimes in Materials Management.


Signatures

What signatures are required on the Contracted Services Form?

Account Manager, Grants (if appropriate), and Tax Specialist Approval.

What signatures are required for the AP-1, NPO form for non-employees or company?

Account Manager, and Grants (if appropriate), Cabinet level is required if policy exception.

What signatures are required for the AP-1, Reimbursement Form?

Employee signature, and approval from at least one reporting level above the employee requesting reimbursement.  Divisional VP's may require additional approvals within their own division.  Cabinet level is required if policy exception.

The PO was approved by the account manager. Why must an account manager approve an invoice?

For PO's that do not require goods receipts, the approval confirms that the services/repair/installation was completed satisfactorily by the vendor.