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GLs and Cost Assignments


What type of back-up is required to support an e-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 (Form FS-03) located at http://www.txstate.edu/gao/ap/forms.html.  Contact Procurement and Strategic Sourcing 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



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.

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 Request Form (FS01).  http://www.txstate.edu/gao/procurement/Vendor-Maintenance.

*  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.


What signatures are required on the Contracted Services Form?

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

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.