PAYMENTS FOR GOODS AND SERVICES
Prior to requesting a payment, the requestor should be familiar with the policies and procedures addressed on the Procuring Good and Services page and the Understanding Regulatory, Tax & Compliance Requirements page of the Accounts Payable website.
Vendor Invoices [+] [--]
Invoices should be sent from the vendor to A/P, not to the initiating department. Accounts Payable can only be responsible for timely payment of invoices received directly. Prior to payment, Accounts Payable will obtain appropriate department approval and distribute the payment to the vendor.
Invoice Mailing Instructions
Departments should direct vendors to send invoices:
- by e-mail to accountspayable@depaul.edu, or
- by regular mail to the following address:
DePaul University
Attn: Accounts Payable
1 East Jackson Boulevard
Chicago, Illinois 60604
Invoice Format
Original invoices are required for payment. Accounts Payable will only accept electronic invoices for payment sent directly to Accounts Payable (accountspayable@depaul.edu) or (312) 362-8440 (fax).
A vendor statement will not be accepted as legitimate documentation for paying a vendor. In instances when vendors only issue statements, the Manager of Accounts Payable must approve payment.
The following documents cannot be used to initiate payments through Accounts Payable:
- Pro Forma invoices stating the commitment of the seller to sell goods
- Quotes, or
- Order acknowledgements
Invoice Payment Time Frame
In general, Accounts Payable issues payments for invoices 30 days from the invoice date (net 30 day terms). Exceptions to this time frame must be authorized by Accounts Payable prior to invoice submission.
Invoice Approval and Chartfield Assignment
Corresponding Purchase Order
Chartfield assignment:
A departmental budget manager assign chartfields for the invoice when creating the requisition for the purchase order.
Invoice approval:
Invoice approval occurs online in PeopleSoft after Accounts Payable enters the invoice and sends the budget manager an e-mail request for online invoice approval with a scanned copy of the original vendor invoice attached.
No Purchase Order
Chartfield assignment and invoice approval: Accounts Payable will send a scanned copy of the original vendor invoice to the responsible budget manager who must assign chartfields and approve the invoice by sending an e-mail back to the Accounts Payable department.
Invoice approval signifies that:
- the invoiced goods or services were satisfactorily rendered and
- the dollar amount of the invoice is correct.
Chartfield assignment directs the expense for the goods or services to the appropriate departmental budget line.
Incorrect or Disputed Invoices
The department that ordered the good or services should inform Accounts Payable of any incorrect or disputed invoices. While it is the department’s responsibility to request corrected invoices and to resolve any disputes with vendors or service providers, Accounts Payable is available to provide assistance as requested.
Invoices Sent Directly to Departments
If a vendor or service provider incorrectly sends an invoice directly to a department, versus Accounts Payable, the department should contact the vendor and instruct them to send future invoices directly to the Accounts Payable Department using the e-mail address or mailing address above. The department should also make a notation on the original invoice indicating that an address change was requested. The department should assign chartfields, sign the original invoice to indicate approval, and route the original invoice to Accounts Payable for payment. If the original invoice does not contain a notation indicating that an address change was requested, Accounts Payable may contact the vendor to request the address change.
Voucher Payment Requisitions [+] [--]
Voucher Payment Request
University personnel should use a Voucher Payment Requisition Form to request payments to vendors, service providers, or other payees who do not issue invoices or cannot be paid with a ProCard.
In general, a Voucher Payment Requisition Form cannot be used to pay for goods or services costing more than $2,500. If a vendor or service provider is expected to provide goods or services costing more than $2,500 (or technology products costing more than $500), please consult the guidelines found in the Purchasing Requirements Policy prior to ordering the goods or services.
Approval and Submission of Voucher Payment Requests
If use of Voucher Payment Requisition Form is appropriate, the completed Voucher Payment Requisition Form, including all required information and original supporting documentation, should be signed and submitted to the relinquishing budget manager for approval. The relinquishing budget manager is the budget manager responsible for the departmental budget from which the Voucher Payment Requisition Form will be paid. The relinquishing budget manager should submit the request directly to the Accounts Payable Department.
Gifts/Gift Cards/Prizes [+] [--]
Gifts exist in many forms and may be distributed to various types of recipients (e.g., students, research subjects, employees). Also, in rare occasions, gifts/donations may be given to outside entities.
Gift Card Guidelines document provides guidance on who must pre-approve the purchase of gifts, gift cards, and prizes and the reporting process.
Professional Services [+] [--]
Professional service providers are contractors, consultants or organizations that provide infrequent, unique functions specific to DePaul University’s needs and for which payment is legally or traditionally expected. Please click
here for procedures related to paying a service provider classified as an independent contractor.
Honorariums [+] [--]
An honorarium payment is made to show appreciation for participation in University educational, research or public service activities or events. Please click
here for information on requesting a honorarium payment.
Membership in Organizations Policy [+] [--]
For payment or reimbursement of membership in a Private Club, University policy requires approval by one of the following: Provost, Executive Vice President, or the President of the University. See Membership in Organizations policy for further details.
The Private Club Membership Authorization Form must be completed, approved, and submitted to the Accounts Payable Department with the Voucher Payment Requisition Form, Employee and Guest Reimbursement Form, or should be maintained with the corresponding ProCard supporting documentation.
Note: Proper documentation is required to substantiate all private club-related expenses, such as meals and entertainment. For further details regarding expense substantiation, please refer to the University’s Employee and University Guests Reimbursement (Travel and Other Reimbursements) policy. Executive approval is only required once, prior to the establishment of membership, not with each related expense.
Thank you,
Bruce Brown
AP Manager
