PAYABLES POLICIES AND PROCEDURES
PAYMENT OF INVOICES
REVIEW PAYMENTS IN OMNI
PAYMENT REQUEST FORMS
PAYABLES FORMS
ADF PAYMENTS
PAYABLES TRAINING
Payables contacts:
- Athletics Department
- University Payables & Disbursements Office
PAYABLES POLICIES AND PROCEDURES
PAYMENT OF INVOICES
- Before submitting an invoice for payment:
- Items being paid have been received in OMNI
- Write the PO number and Receipt number on the invoice
- Document being submitted must be an original invoice; the University will not pay from a statement
- Submit the invoice to the Athletics Business Office, which will keep a copy and then submit the invoice to the Payables Office.
REVIEW PAYMENTS IN OMNI
- Follow these steps to review payment information for Payment Request Forms or regular POs in OMNI:
- Step 1 is to look up the Vendor ID number
- Select Vendors from the menu in OMNI
- Select Vendor Information
- Select link for Vendor
- In the Short Vendor Name type the first four letters of the vendor's name
- Step 2 is to look up the payments for this vendor
- Select Accounts Payable from the menu in OMNI
- Select Vouchers
- Select Add/Update
- Select the link for Regular Entry
- Enter the Vendor ID number
- Click on Search
- Follow these steps to review payment information for POs in OMNI:
- Select Reporting Tools from the menu in OMNI
- Select Query
- Select Query Viewer
- Enter the Query Name (Search by: Query Name; Begins with FSU_PO_Blanket_by_PO)
- Click on the search button
- Click on the Excel link to run the query to an Excel spreadsheet
- Enter the 10-digit PO number
- The report will show receipt numbers, receipt amounts, voucher amounts, check amounts, and check dates
PAYMENT REQUEST FORMS
- Payment Request Forms are used to pay unencumbered payments. When submitting a Payment Request Form, please make sure the following are correct:
- Pay the invoice using a P-card if possible
- Vendor has been set up in OMNI
- Read each section carefully and include as much information as possible about the payment
- Include a detailed justification for the disbursement
- Include department, fund, account information to be charged and department head signature
- A separate form must be submitted with each invoice
- Submit to Business Office for processing
- A copy of the Payment Request Form can be found online at
http://www.vpfa.fsu.edu/control/forms/fillin/payrequest.pdf
PAYABLES FORMS
ADF PAYMENTS
- ADF payments (also called Athletics Development Fund or Foundation) are made for items not typically paid for through the University, which includes the following:
- Travel expenses not allowed by the University
- Tips
- Banquets, receptions, luncheons
- Certain types of gifts and awards
- To request payment of an expense through the ADF:
- Complete the ADF/Booster Disbursement Request Form
- If payment is to an employee, the employee must sign the form
- The form must be signed by the Department Head
- Detailed receipts must be attached to the form
- The form should be sent to the Business Office for processing
- Payment through the ADF typically takes up to six weeks for processing
PAYABLES TRAINING
- All employees with purchasing and payables responsibilities should receive the following training:
