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What is an Internal Payment?

When do I submit an Internal Payment?

Who do I contact for support?

Internal Payments are completed to charge internal funding sources for goods or services received from the University. The Department of the Internal Supplier providing the good or service is responsible for submitting internal payment transactions and must retain all documentation for charges.

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 Internal Payment?

Submit the Internal Payment Request Smartsheetto make a payment to another Boise State department.

  • The department (internal supplier) providing the goods or service(s) is responsible for submitting the Internal Payment request and retaining copies of documentation related to charges.

  • The department receiving the goods or service(s) is responsible for providing the appropriate funding string to the department proving the goods or services. Decisions regarding funding string are determined by the two departments working together.

Once submitted, the Internal Payment request is processed by Payables. Requesters will be notified about the Internal Payment status via Smartsheet notifications.

Who do I contact for support?

P2P_Payables@boisestate.edu

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

Job aids & resources

  1. Submit an Internal Payment

  2. Best Practices & FAQs: Internal Payments

Reporting on Internal Payments

Transaction Approval Dashboard

Run the Transaction Approval Dashboard to view approval status 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 Internal Payment details like payment status, payment amount, date of payment and funding segment string used to code the transaction. ProTip: Select Internal Payments from the Pay Group filter on this report to view only these types of transactions. Confirm the accuracy of the funding segment string used for travel related reimbursements.

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 Internal Payment 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.

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.
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

ensure accuracy of financial transaction reporting and proper budget management.