Invoices come from vendors either directly to the department or to the accounts payable office. Invoices are paid based on the vendor's terms.
At Lawrence, we pay from original invoices, not copies.
If the invoice is sent directly to the department, the responsible person should review and approve the invoice, supplying the appropriate accounting code (fund/organization/account/activity). The responsible person then should record the date on the invoice and forward it to accounts payable.
Important: Please be aware of the payment due date and allow adequate time for the invoice to be processed by accounts payable.
If the invoice comes from the vendor to accounts payable, the accounts payable clerk will process the invoice in the following way:
Vendor checks will be mailed directly from the accounts payable office unless the department requests otherwise.
Special Considerations
If all or part of the invoice should be returned to the vendor with the check (e.g., a magazine subscription card, a conference registration form), please make a copy of the invoice and mark approval on the copy. Supply the approval information on the copy and attach the copy to the original. Send the original and the copy to accounts payable for processing.
Occasionally, accounts payable will be asked to pay for a product for which no invoice was issued. In those cases, the department should fill out a Disbursement Request Form, attach appropriate documentation, and forward to accounts payable.
If there is an order form, make a copy of the order form and enter the approval information on the copy; send both the original and copy to accounts payable for processing.
Individuals or groups who are paid for services are considered independent contractors. If the individuals are students or employees of the university and are being paid for a service (such as performance at Reunion Weekend), they will be paid through payroll; the request for payment should be sent to Payroll.
If the independent contractor is not a student or employee, then submit a completed federal tax form W-9 to accounts payable with the Disbursement Request Form.