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What is an Invoice Payment?

When do I submit an Invoice Payment?

Who do I contact for support?

Policies and Resources

Invoice Payments are submitted for products and services that 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 Accounts Receivable invoicing.

When do I submit an Invoice Payment?

Submit an Invoice Payment to pay for memberships, subscriptions, and payments to suppliers that cannot accept P-Card.

The Digital Invoice Payment option should be used for non-taxable transactions like student per diems, and reimbursements and refunds to non-employees. Digital Payments are designed for individuals, not organizations.

If you are working with an independent contractor visit this page.

Who do I contact for support?

P2P_Payables@boisestate.edu

https://www.boisestate.edu/vpfa-p2p/contact-us/
Policy and related resources

Job aids

  1. Submit an Invoice Payment

  2. Edit an Invoice Payment

  3. Review Invoice Payment Status

Training opportunities

Self-Guided Training: Introduction to Invoice Payments

Invoice Payment Approval Workflow

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titleExpand this section for a text description of Invoice Payment approval routing

Submitted Invoice Payments route to:

  1. Line manager of the employee listed as the “Requester” in the Invoice (or Digital) Payment;

  2. Fund manager of the Department segment included in the “Charge Account” field of the Invoice (or Digital) Payment.

The request will route to additional approvers if the following conditions apply:

  1. PI if project funds are used;

  2. Department Chair or Director for amounts greater than $10,000 but less than $24,999;

  3. Department Dean or AVP for amounts greater than $25,000 but less than $49,999;

  4. VP for amounts greater than $50,000.

After department approvals are complete, the request routes to Payables for review and processing.

Who are the approvers for my department?

Visit the Standard Approval Workflow Matrix to view department approvers.

How can I make request changes to department approvers?

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.