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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

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 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
Submit the Purchase Order (PO) payment form if paying for items that include a PO.

  • Refer to the Procure to Pay Wizard to determine which process to follow when procuring or paying for goods or services

    • 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

    2024-04-01_14-30-58.pngImage RemovedVisual of Invoice Approval WorkflowImage Added

    Expand
    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,

    1. $9,999;

    2. Department Dean or AVP for amounts greater than

    $25,000 but less than $49,

    1. $24,999;

    2. VP for amounts greater than

    $50

    1. $49,000.

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

    Tip

    Visit Approval Workflow Routing & Routing Changes to view your designated department approvers or learn more about the Bronco Hub Approval Workflow.

    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.

    Transaction Approval Dashboard

    Run the Transaction Approval Dashboard to view approval status

    . Visit the Reviewing Invoice Payment Status job aid for more details

    information.

    This dashboard should be used to identify where transactions are currently at in the approval process or to review the approval history.

    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

    Correcting Entries Matrix 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.

  • 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.

    • 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

    ensure accuracy of financial transaction reporting and proper budget management.