What is an Internal Payment?
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 Smartsheet to 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.
Reporting on Internal Payments
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.
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.