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.
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.
One-time Vendors: Use vendor number 700001 for domestic vendors, 700020 for club accounts (domestic vendors and club accounts will be paid by check), and 700025 for foreign vendor wire payments. It is not necessary to have a vendor set up in SAP, so this may be used for one-time refunds or reimbursements to non-employee individuals (e.g. students, prospective employees, visiting guests). Note: All payments for services or products require a unique vendor number in SAP.
The contractor's signature can either be emailed or faxed, but the Account Manager signature must be original. Required approvals are the Dean/Director, OSP (Grants), VP (if required), and Tax Specialist.
For PO's that do not require goods receipts, the approval confirms that the service/repair/installation was completed satisfactorily by the vendor. Approvals by departmental staff rather than requiring Account Manager approval on the invoice is allowed. This is consistent with the process for goods receipts as the Account Manager has already approved payment upon creation of the PO.