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What is an Invoice Payment?

Invoice Payments are submitted for products and services that do not require a Purchase Order and cannot be paid for via P-Card.

If you need to bill an external customer, customers outside Boise State, for goods/services your department provided, visit

the

Accounts Receivable

training portal page for more information. An external customer is any individual or organization outside of Boise State University.Invoice Payments are generally submitted

invoicing.

When do I submit a Purchase Requisition?

Submit an Invoice Payment to pay for memberships, subscriptions,

non-employee reimbursements,

and payments to suppliers that cannot accept P-Card.

If you are reimbursing a non-employee, refer to the instructions on how to reimburse non-employees.

If

paying for transactions that are not tax reportable, like student per diems and reimbursements and refunds to non-employees,

you

can consider submitting invoice payments that are paid via digital payment option.

  • Use the Procure to Pay Wizard to determine which process to follow for different payment types.

  • Submitted Invoice Payments are reviewed by Payables prior to being forwarded through the Standard Approval Workflow in Bronco Hub. For more details, visit UFS Transaction Process Flows.

  • If submitting an Invoice Payment for an invoice without an invoice number, use the Invoice Numbering Convention document to generate a unique invoice number.

  • To check the status of a submitted Invoice Payment, follow the instructions on the Reviewing Invoice Payment Status job aid

  • P-Card is the preferred purchasing method for goods and services.

    • If

    are working with an independent contractor visit this page.

    Who do I contact for support?

    Email P2P_Payables@boisestate.edu for invoice payment support.

    https://www.boisestate.edu/vpfa-p2p/contact-us/

    Policy and related resources

    Purchase Order (

    • PO

    ) use this Purchase Order payment form

    • .

    If paying a student, use the Upload
    webpage

    • to determine next steps

    .

  • Email P2P_Payables@boisestate.edu for support with invoice payments.

    • Internal Payments
    Job Aid

    • when paying a student.

    • Use the Procure to Pay Wizard to determine which process to follow for different payment types.

    Job aids

    1. Submit, Edit or View Invoice Payments without PO

    2. Submit Invoice Payment - Digital Payment

    3. Submit Invoice Payments with PO

    Training opportunities

    Self-Guided Training: Introduction to Invoice Payments

    Reporting on Invoice Payments

    Invoice Payment Search Functionality

    Use the search functionality in the Invoices module to view details for a specific invoice or invoices for a specific supplier. View details like name of the Invoice Payment requester, amount of the Invoice Payment and Invoice Payment approval status. Visit the Reviewing Invoice Payment Status job aid for more details.

    Payables – Campus Transaction Dashboard

    Use the Payables – Campus Transaction Dashboard to view a larger amount of payable data based on your search criteria. This report is easily exportable to excel for further analysis. Details like Invoice Payment requester, amount, status, date of payment and funding segment string used to code the transaction. Confirm the accuracy of the funding segment string used for Invoice Payments. If an incorrect segment string was used to code a transaction, a Payables Correction must be submitted. Visit Financial Transaction Corrections for more information.

    Transaction Approval Dashboard

    Use the Transaction Approval Dashboard to view approval status information for Invoice Payments submitted by your department. This dashboard should be used to identify where transactions are currently at in the approval process or to review the approval history.

    Appropriated and Local Summary – BvA

    The Budget vs Actuals (BvA) Reports should be reviewed at least once per month to monitor department-specific financial activity for combinations of funding segment string values by fund. For more information about BvA Reporting, visit Financial Reporting.

    Department Financial Summary Review

    Prior to approving financial transactions, the department funding source person is responsible for confirming the availability of funds.

    1. For transactions coded to an appropriated fund, run the Remaining Appropriated Budget Report. This report provides a summary of the remaining budget for appropriated funding sources.

    2. For transactions coded to a local fund, run the Local Budget Variance Report. This report provides a summary of the budget and actual expenses for local funding sources

    .

  • Appropriated and Local Summary – BvA
    The Budget vs Actuals (BvA) Reports should be reviewed at least once per month to monitor department-specific financial activity for combinations of funding segment string values by fund. For more information about BvA Reporting, visit Financial Reporting.

    • Links to related policies, tools and resources

    • Invoice Payment Best Practices & FAQs

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    Additional Training Resource

    Invoice Payment Support

    Email P2P_Payables@boisestate.edu for support with employee reimbursement and Expense Reports

    1. .