All purchases must follow the Purchasing Office guidelines.
Please see the Purchasing
Office web site for more information.
Payment
terms for all vendors are net 30 days unless approved
by the Controller.
Per IRS requirements, certain vendor information must be provided before
an invoice may be processed. All invoices must be approved by an authorized
individual. If the invoice is to be charged to a grant or contract provided
by a sponsor external to the College, the invoice must also be approved
the Associate Controller of Sponsored Research.
Information on new vendors should be entered on the New
Vendor Form. Please have the vendor complete this form and forward it to
Accounts Payable for processing.
Upon receipt of a vendor invoice, the authorized individual should:
- Review the invoice for accuracy.
- Check to see that the invoice was not previously approved.
- Use the Controller’s Office standard stamp or label for approving
invoices. Stamps may be ordered throught the College's Distribution
Center.
The label template may be found by clicking
here.
The following information is required on the stamp or label :
- Fill in the complete FOAPAL with
the required information on fund, org, account, and program.
- Sign
the invoice indicating approval for payment.
- For all invoices that do not have a purchase order, the authorized
signer must check off one of the statements indicating
the reason that a purchase order was not obtained.
- Forward to Accounts Payable for processing.
Please allow 7-10 business days for invoice processing.
Please note that original invoices are required in order to prevent
duplicate payments. However, if a photocopy or fax copy of an invoice
is used, you must mark on the copy “USE AS ORIGINAL” indicating
that you have not forwarded the original for payment.
