What is an Invoice Payment?	When do I submit an Invoice Payment?	Who do I contact for support?	Policies and Resources

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.

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.

P2P_Payables@boisestate.edu

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

Policy 6230: The Purchase and Offering of Gifts/Awards/Incentives
Refer to the Payment Determination Form when paying a student.

Job aids

Training opportunities

Self-Guided Training: Introduction to Invoice Payments

Invoice Payment Approval Workflow

Visual of Invoice Approval Workflow

Submitted Invoice Payments route to:

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

PI if project funds are used;
Department Chair or Director for amounts greater than $9,999;
Department Dean or AVP for amounts greater than $24,999;
VP for amounts greater than $49,000.

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

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 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 Correcting Entries Matrix for more information.

Appropriated and Local Summary – BvA

The Budget vs Actuals (BvA) should be reviewed at least once per month to ensure accuracy of financial transaction reporting and proper budget management.