Vendor Payments

 Invoice approval process

 

To begin please choose either fund one or fund two:

*Please note a completed copy of the invoice approval form and all attached documents will be sent to all recipients once Accounts Payable has approved the submission.

  • General Fund (Fund One & Fund Nine)

    DocuSign signatures are no longer required if the invoice is already signed ok to pay! Please sign OK TO PAY on either the invoice or the invoice approval form when submitting invoices to AP/Travel for processing via DocuSign. If multiple invoices are submitted under one form each invoice must be signed OK TO PAY, or simply DocuSign the invoice approval form. 

    If the invoice requires more than two signer roles please email uaa_accountspayable@alaska.edu with your request to set up the DocuSign envelope. 

  • Restricted Fund (Fund Two)
     

    DocuSign signatures are no longer required if the invoice is already signed ok to pay! A signature from the P.I. is still required with the specific verbiage for all contractual services under a grant. Please sign on either the invoice or the invoice approval form when submitting invoices to AP/Travel for processing via DocuSign with the verbiage My signature, below, certifies that I approve payment of this invoice and that the charges appear reasonable, and progress to date on this project is satisfactory and in keeping with the statement of work.

    If the invoice requires more than three signer roles please email uaa_accountspayable@alaska.edu with your request to set up the DocuSign envelope. 

    Please note: Office of Sponsored Programs (OSP) is not required to approve invoices. For the Budget/Grant/Approver role this may be someone else who is required to approve the invoice for a restricted fund, if not needed then please just leave it blank and DocuSign will not require it. 

 

As of February 9, 2018, UAA Accounts Payable and Travel will accept invoice approvals through our Docusign process with the new invoice approval form.

PLEASE NOTE: If you are not familiar with DocuSign, or are a bit nervous about this process, please feel free to start off using it with your easier invoices, and simply print the more difficult invoices and process as you normally would, until you are comfortable with the process. It's likely we will have issues we need to work out, and as we get your questions and feedback, we will figure out solutions. We want this to be a positive experience for everyone and we are more than willing to work out issues as they arise. Thank you for your patience and understanding as we try to find more efficient ways to process the University's payables.

For all Purchase Order (PO) payments a valid, unexpired, PO number is required for all invoice submissions to Accounts Payable. If you have a requisition with Procurement, please wait until the PO is created to submit the invoice. If the PO requires a Change Order, please also wait until it is complete. 

Determine whether your PO is encumbered to a general fund (fund one) or a restricted fund (fund two). This can be found on banner screen FGIENCD. For restricted funds (fund two) a grant approver may be required and the P.I. is required to approve all invoices for contractual services (3000 account codes).

  1. In the new window that appears, enter the parties required to approve your invoice.

  2. Click "Begin Signing" and you will be taken to the form. In the top, right corner, attach scans of the invoice, backup travel documents, foreign vendor forms,  Representational Expense Allowance Form or additional backup if necessary. A PO copy is not necessary. If the correct backup is not attached your invoice approval submission may be declined by Accounts Payable and a new submission will be required with the correct backup.

  3. Complete the form. To view the encumbrance in Banner please use screen FGIENCD. If you need additional lines for the FUND/ORG/ACCT you can download a Microsoft Word Additional FUND/ORG/ACCT or an Adobe PDF Fillable Additional FUND/ORG/ACCT. Please attach it to the form. You may also use a custom document to show your summary.

  4. If you are paying from a Blanket Purchase Order (BPO) you can use the Microsoft Word Vendor BPO invoice summary or Adobe PDF Fillable Vendor BPO invoice summary. Please attach it to the form. You may also use a custom document to show your summary.

  5. If you make an error, or your invoice approval is declined, UA DocuSign account holders will be able to restart the process by logging into their DocuSign account. Non-account holders will have to restart the process. If you are interested in a free UA DocuSign account, visit the OIT website for more information. 

  6. You request can be declined for a variety of reasons. You will receive an email from DocuSign with our message of why it was declined. 

If you need assistance with this process, please contact us.


 for additional information

  • Partial or Final indicator

    This is the first step of the invoice approval form. If you indicate "partial" then the PO will remain open and future payments can be posted to it. A "final" indicator will let Accounts Payable know this is the last and final payment for the PO and the remaining balance will be liquidated. 

    If you are submitting an invoice for a BPO then you need to indicate whether it is the final or partial payment for the PO/Call No. not the BPO. 

  • Payee Invoice
    If the vendor is not able to produce an invoice you may use an invoice created by UAA as long as the invoice is signed by the vendor. We have created one and you may use this link if you would like to download our version of the Payee Invoice.
  • Blanket Purchase Orders

    For blanket purchase orders (BPO) with multiple invoices on one invoice approval form, write the following on each invoice or use a summary:

    BAXXXXX (BPO number)

    P0XXXXXX (PO/CALL NUMBER)

    LINE/SEQ/FUND/ORG/ACCT

    IF EACH INVOICE IS NOT SIGNED "OK TO PAY" THEN A DOCUSIGN SIGNATURE IS REQUIRED ON THE INVOICE APPROVAL FORM

    HERE IS AN EXAMPLE OF A SUMMARY FOR MULTIPLE INVOICES ON A BLANKET PURCHASE ORDER:

    EXAMPLE OF A BPO SUMMARY

     

  • LINE/SEQ/FUND/ORG/ACCT

    Each invoice approval requires the correct LINE/SEQ/FUND/ORG/ACCT. In order for the invoice to be approved, the encumbrance must be verified before submitting approval to Accounts Payable. If there is not enough money encumbered or it is encumbered to the wrong fund/org then you need to request a change order, and it is NOT OK TO PAY until the change order is complete, Account Payable will decline to sign and you will need to resubmit the approval once the change order is complete. If you do not know how to check the encumbrance on banner screen FGIENCD please use this guide provided by Statewide.

    Here is an example:

    FGIENCD example

    The sequence you would write for approval would be:

    1-1 174011-16163-3351 $94.43

    If the approval does not match the encumbrance Accounts Payable will decline to sign and you will need to resubmit the invoice once the change order has been completed or with the correct sequence.

    Please note: if you are submitting multiple invoices under a single PO/Call no. with a single line then you do not need to type out each invoice on its own line on the invoice approval form. If multiples lines and sequences are being used please indicate on the invoice which line item and sequence it belongs to.


STATUS REQUEST

Please use our DocuSign PowerForm to request a status of a submitted invoice. We will provide a response at our earliest convenience.

Request Invoice Status Update

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