Accounts Payable/Invoice Audit
Services
[Main]
[Staff Directory]
The Accounts Payable/Invoice Audit (AP/IA) team processes invoices on a daily basis; however, checks printed for invoice payments are generated once a week on Wednesdays and mailed via the US mail on Thursday mornings.
When using Michigan State University's Purchase Order (PO) system, invoices must arrive in AP/IA referencing the valid PO number. If this number has not been posted on the invoice, the document will be returned to the supplier or returned to the department (if referenced) requesting this information. Without valid PO number information, payment may be delayed.
Expedited Supplier Payments
To expedite a supplier payment, invoices must meet negotiated payment term criteria. It is adviseable to contact the AP/IA auditor to ensure the payment can be processed without interruption. A fee of $15.00 for the first invoice and $3.00 for each additional invoice on the same check may be assessed to the corresponding department for expedited payments.
Supplier Refund Check
On occasion, suppliers doing business with MSU will generate refund checks. Though these checks are generated for several reasons, they should all be processed through the AP/IA office. MSU departments receiving these checks directly from the supplier should forward them to AP/IA with any information or documentation that will help ensure accurate account distribution. Contact Nancy Blomfield at 517.353.2011 ext 288 with any questions.
Departmental Account Ledgers
AP/IA is responsible for maintenance of the encumbrance portion of MSU's departmental account as directed by the Purchasing department via the PO and any change orders generated for that PO. The AP/IA staff update's these encumbrances using the information from those change orders. If an encumbrance needs to be cancelled, please direct your request to the Purchasing department, 102 Angell Building. If the PO was issued with an end date, you may contact the AP/IA auditor via e-mail or written memo with requests regarding the encumbrance removal or adjustment.
Procurement Options
In addition to MSU's PO system, the MSU community has other options of procuring goods or services to facilitate their function. Those choices include:
Purchasing Card
Direct Payment Voucher (see MBP Section 75)
The MSU Manual of Business Procedures is an excellent source of information to help you decide which option to choose.
A convenient way to submit requisitions is through the Web Requisitioning system. As a user, you will have access to:
MSU Purchase Order information
Paid invoice information
Quick links to AP/IA staff and Purchasing Buyers
The AP/IA department processes payments for Professional Services Contracts totaling $600 and greater for US citizens and resident aliens. Please contact Ellen Maher at 517.353.2011 ext 283 for further information.
|
