Accounts Payable - Payment Information

1.     Documents Required for Encumbered Payments

a.     Services Contracts with Purchase Order from Purchasing

·       Budget in place and in correct account.

·       Detailed vendor invoice signed by department, exception to a vendor invoice will be made when payee is an individual and does not have their own invoices.  For payments to individuals, departments need to complete a University Invoice.

(Note – the invoice must detail exactly the services performed and applicable costs, i.e. $15 per hr Research for 30 hrs).

·       Proof of receipt (Receiving documentation or written department acknowledgement).

·       Go on line to PantherSoft and receive the invoice.

b.     Expense or OCO items payable to Vendor with Purchase Order from Purchasing

·       Budget in place and in correct account.

·       Purchase Order Form.

·       Detailed Vendor Invoice.

·       Proof of receipt (Receiving documentation or written department acknowledgement).

·       Go on line to PantherSoft and receive the invoice.

2.     Documents Required for Un-Encumbered Payments to Vendors

a.     Services Contracts Agreement For Services Form from Purchasing

·       Copy of executed contract, signed by all parties.

·       Copy of receipts for all reimbursable expenses.

3.     Documents Required for Un-Encumbered Payments to Employees

a.     Cash Advances to Employee

·       Fax to 305-348-6998, Travel Section.

ü     Completed Travel Authorization Request Form (TAR).

ü     Completed Cash Advance Form.

·       Justification for the advance.

·       Original detailed receipts.

b.     Remote Location Payments to Employee

·       Complete a Remote Location Form and fax to 305-348-6998, Travel Section.

·       Justification for the advance.

·       Original detailed receipts

c.     Entertainment Expenses

·       Complete a Official Entertainment Disbursement Form.

·       Specify Benefit to the State or Higher Ed.

·       Original Receipt(s) from employee detailing all cash outlay.

d.     Expense reimbursable to Employee

·       Complete a Reimbursement Other Than Travel Form.

·       Specify Benefit to the State or Higher Ed.

·       Justification for not using University Purchasing

·       Original detailed receipts

e.     Travel Section

Refer to University Travel Policy found at

http://finance.fiu.edu/controller/travel.html