| (a) | The College will make
payment for materials and services from outside sources only upon vendors' original
itemized invoices supported by receiving reports properly approved by authorized
personnel. Payment will not be made on statements except in instances of daily or frequent
deliveries where each amount appearing on the statement is supported by an itemized
delivery ticket attached thereto. All statements received directly by the department
should be sent to the Business Office for follow-up of unpaid items.
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| (b) | Invoices and receiving reports may not be approved for payment prior to receipt of the materials or services.
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| (c) | Vendors expect
the College to make prompt payment of its obligations. Departments, having received materials, have
a responsibility to immediately process receiving reports (pink copies of purchase
orders dated and signed in ink) and authorize invoices to insure prompt payment of those
invoices. In certain instances state law provides for interest to be paid to vendors in
cases of late payments.
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| (d) | College purchase
orders request vendors to render all invoices in duplicate to: Accounts
Payable therefore, departments should not receive invoices from vendors. If this should happen, all copies of these invoices should be sent to the Business Office Accounts Payable Clerk.
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| (e) | Purchases costing
less than $500.00: Accounts Payable will e-mail a scanned copy of the invoice to the department making the purchase for approval and a FOAP.
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If you have a problem with an invoice, call the Business Office Accounts Payable Clerk, ext. 312, and furnish the invoice number, date, and amount, if available, along with the payment authorization or purchase order number |