Steps to follow when Paying an Invoice:

1. Compare the Invoice to the Purchase Order (if applicable) and make sure that the following items match on both forms:

• purchase order number (PO number)
• quantities
• stock numbers
• descriptions
• unit prices

1. Verify that all of the items listed on the invoice were in fact received by the department in good order (review packing slip).
2. Make sure that no tax is charged on the invoice (unless it is for a hotel).
3. Check the extended amounts to make sure that the unit costs were totaled correctly.
4. Check the total amount of the invoice.
5. Check the date of the invoice to make sure that the department received the invoice from the vendor in a timely manner.
6. Check the due date on the invoice in order to ensure that payment will be processed on time (contact the vendor if there is an issue).
7. Check the billing address and notify the vendor of any mistakes or updates.
8. Check the shipping address and notify the vendor of any mistakes or updates.
9. Check the Vendor Profile in AP/CAR against the invoice.  Notify Vendor Management of any new changes to the vendor profile (allow a few days for changes to be made before payment can be processed).  Link to Modify A Vendor

Now you are ready to enter your invoice into the Accounts Payable payment system known as AP/CAR.

Departmental Payment Approval is requested in AP/CAR electronically.  In order to approve a payment manually (by signing the paper invoice) make sure that the approver has been granted “manual approval status” by Accounts Payable. Contact the Accounts Payable Service Center for information on how to apply for manual approver status.  AP Service Center

Please follow the steps for creating a vendor if the vendor is new and needs to be entered into the system.  Link to Create a Vendor

For existing vendors please follow the Processing Payments instructions in AP/CAR.  Link to Processing Payments

NOTE: In accordance with University policy, keep a copy of the invoice and any supporting documentation and receipts for your records.

Need more help? 

Contact us: AP Service Center, AP Staff Directory.