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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

the

Accounts Receivable

training portal page for more information. An external customer is any individual or organization outside of Boise State University.The Department/Internal Supplier

invoicing.

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

  • department receiving the goods or service(s) is responsible for providing the appropriate funding

segment

  • string to the department

providing

  • proving the goods or services. Decisions regarding funding

segment strings

  • string are determined by the two departments working together

.The Internal Payment Templateis required when submitting an Internal Payment Request.

  • Do not modify the Internal Payment Campus Template. Modifying the template formatting will result in Internal Payment rejection.

  • Use a new template for each Internal Payment request.

Submit the Internal Payment Template as an attachment on the Internal Payment Request Smartsheet

  • .

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

  • Use the UFS Request Tracker to check the status of submitted Internal Payments.

  • If you’re new to Internal Payments visit the Best Practices page for tips and information on required documentation/attachments needed for successful submission and processing.

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

    • Internal Payments
    Job Aid

    P2P_Payables@boisestate.edu

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

    Job aids & resources

    1. Submit an Internal Payment

    Reporting on Internal Payments

  • 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

    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 for more information.

    Correcting Entries Matrix for more information.

    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

    Internal Payment Support

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

    ensure accuracy of financial transaction reporting and proper budget management.