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Vendor Payments

 Invoice approval process

 

To begin please choose a funding source:

  • Unrestricted or Agency Funds

    If you receive an invoice from the vendor:

    1. Write the Purchase Order (PO) # on the invoice (if it is not already listed by the vendor)
    2. Indicate whether the invoice is a partial or final payment of the PO on the invoice (POs marked as final will be liquidated after they are paid)
    3. If there are multiple line items/sequences from the PO and the invoice does not equal the total amount of the PO, please write how much should be payed from each line item/sequence (example: 1-2 $50 would mean you want $50 paid from line item 1 sequence 2)
    4. Have someone with signature authority of the fund/org the PO is encumbered to write OK TO PAY, sign and date the invoice
    5. Email the invoice that is OK TO PAY to uaa_accountspayable@alaska.edu with "OK TO PAY Vendor Name PO# and Invoice#(optional)" in the email subject line. Example: OK TO PAY ABC Inc P0123456 Inv 789  If you prefer, you can submit the invoice via DocuSign to uaa_accountspayable@alaska.edu. Please use "OK TO PAY Vendor Name PO# and Invoice#(optional)" as the subject line.

    If Accounts Payable receives the invoice:

    1. We will write the Vendor ID#, PO#, line items/sequences, and OK TO PAY on the invoice then email it to you with the email subject line "OK TO PAY Vendor Name PO# and Invoice#(optional)" Example: OK TO PAY ABC Inc P0123456 Inv 789 
    2. Indicate whether the invoice is a partial or a final payment of the PO
    3. Write how much should be paid from each line item/sequence listed
    4. Have someone with signature authority of the fund/org the PO is encumbered to sign and date where OK TO PAY is written/stamped
    5. Email the invoice back to uaa_accountspayable@alaska.edu with "OK TO PAY Vendor Name PO# and Invoice#(optional)" in the email subject line. Example: OK TO PAY ABC Inc P0123456 Inv 789  If you prefer, you can submit the invoice via DocuSign to uaa_accountspayable@alaska.edu. Please use "OK TO PAY Vendor Name PO# and Invoice#(optional)" as the subject line.

     

  • Restricted Funds

    If you receive an invoice from the vendor:

    1. Write the Purchase Order (PO) # on the invoice (if it is not already listed by the vendor)
    2. Indicate whether the invoice is a partial or final payment of the PO on the invoice (POs marked as final will be liquidated after they are paid)
    3. If there are multiple line items/sequences from the PO and the invoice does not equal the total amount of the PO, please write how much should be payed from each line item/sequence (example: 1-2 $50 would mean you want $50 paid from line item 1 sequence 2)
    4. Have someone with signature authority of the fund/org the PO is encumbered to write OK TO PAY, sign and date the invoice
    5. If the invoice is paying for items/services under a grant, the P.I. is required to sign and write/stamp By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the award.
    6. If the invoice is paying for account codes 3012, 3014, or 3031, someone from OSP is required to sign the invoice
    7. Email the invoice that is OK TO PAY to uaa_accountspayable@alaska.edu with "OK TO PAY Vendor Name PO# and Invoice#(optional)" in the email subject line. Example: OK TO PAY ABC Inc P0123456 Inv 789  If you prefer, you can submit the invoice via DocuSign to uaa_accountspayable@alaska.edu. Please use "OK TO PAY Vendor Name PO# and Invoice#(optional)" as the subject line. 

    If Accounts Payable receives the invoice:

    1. We will write the Vendor ID#, PO#, line items/sequences, and OK TO PAY on the invoice then email it to you with the email subject line "OK TO PAY Vendor Name PO# and Invoice#(optional)" Example: OK TO PAY ABC Inc P0123456 Inv 789 
    2. Indicate whether the invoice is a partial or a final payment of the PO
    3. Write how much should be paid from each line item/sequence listed
    4. Have someone with signature authority of the fund/org the PO is encumbered to sign and date where OK TO PAY is written/stamped
    5. If the invoice is paying for items/services under a grant, the P.I. is required to sign and write/stamp By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the award.
    6. If the invoice is paying for account codes 3012, 3014, or 3031, someone from OSP is required to sign the invoice
    7. Email the invoice back to uaa_accountspayable@alaska.edu with "OK TO PAY Vendor Name PO# and Invoice#(optional)" in the email subject line. Example: OK TO PAY ABC Inc P0123456 Inv 789  If you prefer, you can submit the invoice via DocuSign to uaa_accountspayable@alaska.edu. Please use "OK TO PAY Vendor Name PO# and Invoice#(optional)" as the subject line.