Kentucky State University
Business Policies and Procedures Manual
- oUnfamiliar vendors
- oIndications of employee-vendor relationships – same address, similar name, known relationship
- oRound invoice amounts just below approval thresholds
- oVague item descriptions or lack of itemization
- oCheck-mailing addresses different from vendor address on file or requests to pick up check
- oRush requests
- Enter PO invoices into the accounting system from approved invoices with all appropriate documentation attached.
- oFAAINVE Invoice/Credit Memo
- Document: NEXT
- ■ Invoice Type: Regular – enter the PO number > GO
- ■ Invoice Date: as shown on vendor invoice
- ■ Transaction Date: today, or prior month end for appropriate cutoff
- Payment Due:
- Bank: 56-Accounts payable
- NEXT BLOCK
- Select PO Items > Check Invoice All or add line items as appropriate for the items invoiced. Save.
- NEXT BLOCK
- ■ Receipt Required: defaults from PO. (Changing to from Yes to No requires override authority on FOMPROF).
- oIndex scanned invoice into Banner Document Management (BDM).
- Click ADD at the top of FAAINVE form to access BDM.
- ■ Invoice information auto-populates from FAAINVE into BDM index.
- Upload scanned document.
- ■ Add annotations on the documents to highlight any processing notes.
- Save.
- oReturn to FAAINVE to Complete.
- oPrint out and BOLDLY indicate on a paper copy of the invoices any special processing like attachments to be mailed with check.
- oDiscard paper invoice copy for shredding.
- Enter employee reimbursements on Travel Vouchers from approved travel authorization (general encumbrances) on Direct Pay Request forms.
- oThe travel office reviews each voucher for compliance and obtains any necessary post-approvals (see Travel Reimbursement section).
- oFAAINVE Invoice/Credit Memo
- Document: NEXT
- ■ Invoice Type: Direct Pay > GO
- Vendor: search and select > GO
- ■ Invoice Date
- ■ Transaction Date: today or prior month end for appropriate cutoff
- Address Code: generally, BU Business or BI Billing