Q. What is the difference between the forms Approval for Payment versus Approval for Services form?
A. The Approval for Payment form is used when the invoices are not applicable to a purchase order. Certain information normally supplied by purchase order will be supplied on the Approval for Payment Request form that is filled out by the requesters with exceptions to Utilities. The Approval for Services form is for payments that are applicable to a purchase order and the information is pulled from the purchase order.

Q. When will an invoice be paid?
A. If the invoice is against a purchase order it will pay out in accordance with the terms of the purchase order, unless there is an unresolved issue such as waiting for final approval for a service or for full delivery of an item to complete the order on the invoice. If the invoice is not against a purchase order it will be paid on the next Checkwrite unless otherwise noted on the Approval for Payment form.

Q. When is Checkwrite?
A. Florida Checkwrite is on Wednesday’s and Friday’s. Texas Checkwrite is late on Tuesday’s and Thursday’s and the checks are mailed out on Wednesday’s and Friday’s.

Q. When are freight charges deducted from an invoice?
A. If an invoice has freight charges exceeding $50.00 and the freight carrier is not UPS or RPS, then the invoice must include a freight bill in advance showing the freight charges. Bill of ladings will not be accepted.

Q. When is an invoice Tax Exempt?
A. For invoices related to a purchase order, each purchase order is established as Tax Exempt or Not Tax Exempt and is clearly marked on the Purchase Order. If the invoice is not associated with a purchase order, then the tax will be determined by the accounts payable department.