Accounts Payable

ACCOUNTS PAYABLE Invoice Payments Steps to follow when Paying an Invoice: 1. Make sure that the following items match on both forms: • • • •

quantities stock numbers descriptions unit prices

1. Verify that all of the items listed on the invoice were in fact received by the department in good order. 2. Make sure that no tax is charged on the invoice. 3. Check the extensions to make sure that the unit costs were totaled correctly. 4. Check the total amount of the invoice. 5. Check the date of the invoice to make sure that the department received the invoice from the vendor in a timely manner. 6. Check the due date on the invoice in order to ensure that payment will be processed on time. 7. Check the billing address and notify the vendor of any mistakes or updates. 8. Check the shipping address and notify the vendor of any mistakes or update

Check Request Use a Check Request form to pay directly for any of the following: • • • • • • • • • • • •

Membership dues (when ABODE is not billed directly) Petty cash Postage Registration fees Rent (short-term) ABODE subject payments Subscriptions Travel expense reimbursement to an individual who is not ABODE member Refunds of deposits (for meal plans, campus housing, etc.) to members Prizes and Awards Honoraria Wire Transfers (email contact info. must be provided)