For all invoices against a purchase order, department is to review the invoice for accuracy. Upon approval, the department manager is to sign invoice, include purchase order number and submit to Finance & Business Services for review and payment. Prior to submission, the department should “receive” the invoice in MAPS against the purchase order. Please refer to the MAPS Receiving Manual for instructions on receiving invoices in MAPS.
For invoices not against a purchase order and that are less than $2,500 departments are encouraged to utilize the department pcard for payment. For vendors unable to accept payment by pcard or purchases above the pcard limitation, departments can submit the invoice with a Check Request form to Accounts Payable in Finance & Business Services. Department should also include copies or a summary of the competitive quotes that were obtained or other justification (i.e. sole source justification, reference to state or federal contract, etc.). All procurements over $5,000 should be against a purchase order and processed as detailed above.