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Controller's Office > Departments > Payment Services > Accounts Payable > FAQ's

1. The invoice is in the system, but why has the payment not come out?
2. Can I fax a copy of an invoice?
3. If I do not see an invoice posted in the PantherSoft system, should I resend it?
4. What information/documents are needed for AP to process an invoice?
5. Our department is having a catered event or an event where food will be served. Is there additional information required?
6. Are there items for which the State will not pay?

Q-1: The invoice is in the system, but why has the payment not come out?  (Back to Top)

A: There are multiple reasons as to why a voucher may have not been paid. The following are the most common.  Many universities have paid large bills for unpaid taxes, penalties, and interest. 
  • The system is set by default as ‘Net 30.’ This means the voucher will be paid on the 30th day after the invoice date. In some cases (with a valid reason), it is possible to pay vendors immediately.

  • If the invoice has a P.O., it is possible that a receipt number has not been created.

  • There may be problems with the budget of the given Department/Account ID which will need to be resolved by the department.

  • The voucher may be on hold due to missing/necessary information.

  • Q-2: WCan I fax a copy of an invoice?  (Back to Top)

    A: No, invoices should be mailed to Accounts Payable. We require original invoices and will only accept faxed/e-mailed copies of invoices on a case by case basis. If you are going to fax/e-mail an invoice, you must speak with either the AP Manager or an AP Accountant.

    Q-3: If I do not see an invoice posted in the PantherSoft system, should I resend it?  (Back to Top)

    A: No, we may have the invoice; however, it could be held up due to processing issues, missing information, incorrect information, etc. Contact the Accounts Payable department before sending another copy of an invoice to prevent duplication.

    Q-4: What information/documents are needed for AP to process an invoice?  (Back to Top)

  • Purchase Order with all the required approvals and entered in the PantherSoft system.

  • Original, itemized invoice with payment information (Statements, Estimates, Quotes, etc. are not considered a valid invoice).

  • Verification of receipt of good/services.
  • Q-5: Our department is having a catered event or an event where food will be served. Is there additional information required?  (Back to Top)

    A: Yes. The State requires AP, along with the invoice, a list of attendees or invitees for all food/catering invoices (a sign-in sheet will serve as a list of attendees). It also requires an Agenda that lists the date and purpose of the event and finally a menu of all items served.

    Q-6: Are there items for which the State will not pay?  (Back to Top)

    A: Yes. Such items include but are not limited to:

  • Alcoholic beverages.

  • Parking fines.

  • Appliances (e.g. purchase of refrigerators, microwave ovens, etc.) for employee convenience and used with no ongoing business purposes.

  • Flowers purchased for illnesses, funerals, retirements, or gifts.

  • Expenses incurred at employee social functions, such as food or decorations for office holiday parties.

  • Office of the Controller