Invoicing Notes

To determine how to properly submit a payment, please download the Payment Submission Flowchart.
Non PO payment request forms can be used to request payments for specific payment types not covered by a purchase order, when a supplier invoice will not be provided or will be provided after-the-fact, or when a commitment was made to purchase goods/services prior to budget and departmental approval. For step-by-step instructions on how to enter Non PO payments, please read the following training document: Non PO Payment Request Form Instructions
All purchase orders with a total amount over $5,000.00 require receiving. Please enter receiving for these orders as your items arrive.

Invoices exceeding $2,500.00 and posted against a standing order require approval in JAGGAER. To learn how to take action on a standing order invoice requiring your approval, watch the following training video: Standing Order Invoice Approval (1:54)

The Office of Accounts Payable does not receive a notification if an invoice is attached to a catalog or non-catalog order in JAGGAER. Our preferred method of receiving invoices would be to email the invoice to apinvoices@bsu.edu.

The University does not typically prepay for goods and services; exceptions include certain custom products and contracts for performers which require deposits. Prepayments for lodging for non-University affiliates (performers, speakers, etc.) are not allowed. Lodging should either be reimbursed to the performer or paid directly to the hotel after the performance.

In some cases, a vendor will not invoice under the same name as the purchase order. The Office of Accounts Payable will determine (based on the W-9) to which name the payment should be remitted. There may be times where a new purchase order must be created for the payment, due to the difference in vendor names, but this would only occur to ensure proper tax classification/filing and auditing purposes.

The Office of Accounts Payable will not pay from a contract unless the contract has been signed by the appropriate University personnel. The payee MUST match the name on the signed contract. The proper contract procedure should be followed at all times. For further clarification, please visit Office of the General Counsel.

Emburse Enterprise should be used for all University-affiliated travel. Travel payments for entities who are not students or employees should be processed through JAGGAER. Travel for non-University affiliates (i.e. candidates, speakers, donors, etc.) should follow University travel guidelines.

FAQs

How do I find the payment status of a Purchase Order?

To learn how to view payment status of your purchase order through various methods, watch the following training video: Find Payment Status of PO. (1:42)

Check numbers in Banner Finance are identified as follows:

starting with a number is a paper check
starting with '!' is an ACH
starting with '^' is a wire transfer
starting with '@' is a single-use account payment (vendor paid with single-use credit card)

If I want to pick-up a check or have the attachment(s) mailed with the check, what is the process?

Marking a payment request in JAGGAER with either ENCL (send enclosure with check) or HOLD (hold check in Accounts Payable) does not prevent the payment from being remitted via ACH if the payee has enrolled in ACH with our office. To see if a vendor is currently enrolled in ACH, enter the payee's BSUID in the Argos 'Direct Deposit Lookup - A/P and HR - By BSUID' report (FI>Accounts Payable>Public).

How do I see if a vendor has direct deposit?

To see if a vendor is currently enrolled in ACH, enter the payee's BSUID in the Argos 'Direct Deposit Lookup - A/P and HR - By BSUID' report (FI>Accounts Payable>Public).

How do I view an invoice that has been processed?

Copies of invoices can be viewed in BDM under B-F-DOCS - BANNER FINANCE PURCHASING/AP. Invoices produced via the Non PO Payment Request Form in JAGGAER will not be visible in BDM, but these invoices will be visible in JAGGAER as an attachment on the original requisition.

What do I do if a vendor is not in JAGGAER?

If a vendor does not populate when entering your request, please complete a Supplier Request in JAGGAER. These forms are processed by Purchasing Services. Vendors are created based on the information the vendor has provided on a W-9 or W-8BEN. The Office of Accounts Payable will only make payments payable to the 'remit to' name on an invoice. The University requires a W-9 (for domestic vendors) or W-8BEN (for foreign vendors) from all new vendors to ensure proper tax classification/reporting. Please note that W-8BENs expire three years after the date of signature. Any questions regarding the Supplier Request or vendor set-up should be directed to Purchasing Services.

Office of Accounts Payable

Administration Building (AD) 301

8 a.m. - 5 p.m. EST Monday - Friday, 7:30 a.m. - 4 p.m. Summer

765-285-1327

765-285-1947