PAYABLES POLICIES AND PROCEDURES

PAYMENT OF INVOICES

REVIEW PAYMENTS IN OMNI

PAYMENT REQUEST FORMS

PAYABLES FORMS

ADF PAYMENTS

PAYABLES TRAINING

Payables contacts:

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