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,
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:
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.