Payments

Accounts Payable sets up vendors in our system to provide for the timely payments of invoices. This requires the coordination between the university and our vendors.

Purchase Orders

For Invoices Under $5,000

• Vendor sends invoice to Accounts Payable as request for payment
• If vendor sends invoice to your department, forward it to Accounts Payable immediately (If we don't have it, we can't pay it)
• Your financial manager will receive a daily report of all invoices under $5,000 posted to your purchase orders
• DEPARTMENT DOES NOTHING unless it wishes to withhold payment

For Invoices Over $5,000

• Vendor sends invoice to Accounts Payable as request for payment
• If vendor sends invoice to your department, forward it to Accounts Payable immediately (If we don't have it, we can't pay it)
• Your financial manager will receive an email for each invoice of $5,000 or more posted to your purchase orders
• Your financial manager must reply to the email from Accounts Payable to approve payment

Credit Card

The University commercial card program is administered by Procurement Services. Jeff Sponn is the primary contact with PNC Bank, the issuing bank of the University Visa card.  Requests for new cards, changes to monthly credit limits, disputed transactions, and any questions relating to card acceptance or declined transactions should be directed to Jeff Sponn.

Signed statements and original receipts should be submitted to Accounts Payable. Any questions related to cardholder statements, PNC Active Pay, canceling cards, or disputes can be sent to Accounts Payable at USI1PurchasingCard@usi.edu

Cardholder Information

• Commercial Card Cardholder Agreement
  Please note highlighted sections regarding usage of the card for fraudulent purposes or deliberate misuse and section regarding rebates or refunds.
  
  
• Commercial Card Cardholder Guide
  Please note highlighted sections regarding rebates and gifts as well as fraudulent activity.

Direct Pay

The direct pay form should be used:

• To place an order with a vendor when a University purchase order is not required.

• To pay a company/person for products/services received when a University purchase order is not required.

• To reimburse an individual for items purchased on behalf of the University when a purchase order is not required.

Supporting Documentation

Forms of acceptable documentation include:

• Original invoices
• Original signed contracts
• Original itemized receipts
• Copies of catalog or Internet pages (for prepaid orders)
• Order forms or cover letters addressed to the vendor (for prepaid orders)
• Telephone quotes, including the name of individual at company giving quote and the date of quote

Examples of unacceptable documentation include:

• Photocopies of invoices
• Photocopies of receipts
• Credit card receipts or statements not supported by itemized documentation
• Monthly statements when invoices are available
• Statements showing a previous balance without explanation of charges
• Receipts that do not indicate payment
• Invoices not addressed to USI

See Instructions

Direct Pay Processing Schedule

This schedule assumes that a direct pay form contains no errors and requires no additional information, explanation or authorization.

When the university is closed, payments will be produced on the next business day.

For special circumstances like the end of the fiscal year, the university community will receive notification through e-mail of temporary changes to the schedule.

Frequently Misunderstood Points

• A copy of the direct pay form is not mailed with the check
• You should not copy the EXACT description from the invoice directly to the payment request form
• The Fund/Orgn/Acct number is comprised each of a five-digit number which is a total of 15 digits
• Only authorized financial managers may approve a direct pay form for payment
• Accounts Payable does not call or fax orders to vendors
• Departments should make all necessary photocopies