Invoice Payments
Following are the most common, pro-active steps Budget Mangers and Department Heads can take to help ensure invoices and vendor payments are processed expeditiously.
1. Encourage your vendors to sign up for E-chek
2. Submit Invoices to AP on a Regular Basis
Do not hold invoices; submit them to Accounts Payable on a regular basis. AP will monitor invoices to ensure they are paid pursuant to the vendor's terms and conditions while maximizing the College's cash flow.
3. Ensure Sufficient Budget and (for non-state funds) Cash Availability
Sufficient budget must be in place for the account number where the disbursement request will be charged. Additionally, non-state funds must also have sufficient cash availability before the purchase order is created and before the disbursement is made.
4. Establish Your Purchase Order in Advance of Securing Goods/Services
Most disbursement requests of $500 or more require a purchase order number. Secure purchase orders in advance of ordering the goods/services for invoices of $500 or more. Refer to Exhibit G, of the College's Financial Policy and Procedure Manual, if you are unsure of the purchase order requirements.
5. Ask the Vendor for Help
Inform vendors of the purchase order number and request they display the purchase order number on the invoice.
6. Submit Original Invoices Payable to UC Hastings College of the Law
Submit original invoices for payment. Do not submit statements for payment. Original invoices describe in detail the goods/service purchased; statements do not provide the required detail. Also, be sure invoices are issued to UC Hastings College of the Law.
7. Attach Proof of Receipt
Submit documents showing proof of receipt of goods/services attached (e.g., packing slips; bill of ladings).
8. Authorize Invoices for Payment and Indicate Account Number or Purchase Order
Affix the approved for paymentstamp on all Invoices. Denote the purchase order or the account number to be charged along with the original signature of the authorized signer for the respective account number.
9. Notify Purchasing Goods/Services Are Received
Notify Purchasing when the goods/services ordered have been received and that they can accept the PO. You will need to forward receiving documentation to Purchasing before they can accept the purchase order as received.
10. Use Petty Cash
You can be reimbursed for your expenditures through petty cash for items costing $20.00 or less. Complete the Petty Cash form, attach original receipts, have your supervisor sign it, bring it to the Office of Fiscal Services room 111, and receive your petty cash.
11. Contact the Accounts Payable Staff
We encourage you to contact the Accounts Payable staff anytime you have questions. Robin and Rodney will be happy to help you get your invoices processed.