Complete a Electronic Interdepartmental Transfer (e-IDT) to correct the original document.
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 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
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.
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.
* Complete the Texas State Vendor Maintenance Request/Substitute W-9 (FS-01). http://www.txstate.edu/gao/procurement/Vendor-Maintenance
* Vendor must complete the form and email to firstname.lastname@example.org. Contact Procurement at (512) 245-2521 with any questions.
* Once the vendor has been issued a vendor number, create your Purchase Order.
* Order your merchandise.
* Invoices should be emailed to email@example.com or mailed directly to Accounts Payable, PO Box 747, San Marcos, TX, 78667.
* Submit Goods Receipt or signature approval.
* Payment can be processed.
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.
Coffee and bottled water are permitted. Food items are only reimburseable according to the Business Meals Policy. accounts-payable/resources/business-meal.html
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.
No. A Purchase Order must be created for any asset. For specific questions about assets, please contact Cruz Jaimes in Materials Management.
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.