Invoice Payments

• If you need to bill an external customer for goods/services your department provided, visit the Accounts Receivable training portal page for more information. An external customer is any individual or organization outside of Boise State University.
• Invoice Payments are generally submitted for memberships, subscriptions, non-employee reimbursements, and payments to suppliers that cannot accept P-Card. If you are reimbursing a non-employee, refer to the instructions on how to reimburse non-employees.
• If paying for transactions that are not tax reportable, like student per diems and reimbursements and refunds to non-employees, you can consider submitting invoice payments that are paid via digital payment option.
• Use the Procure to Pay Wizard to determine which process to follow for different payment types.
• Submitted Invoice Payments are reviewed by Payables prior to being forwarded through the Standard Approval Workflow in Bronco Hub. For more details, visit UFS Transaction Process Flows.
• If submitting an Invoice Payment for an invoice without an invoice number, use the Invoice Numbering Convention document to generate a unique invoice number.
• To check the status of a submitted Invoice Payment, follow the instructions on the Reviewing Invoice Payment Status job aid
• P-Card is the preferred purchasing method for goods and services.
• If paying for items that include a Purchase Order (PO) use this Purchase Order payment form.
• If paying a student, use the Upload Payment Determination Form webpage to determine next steps.

Check out Introduction to Invoice Payments to learn more.

• Approving or Rejecting a Financial Transaction via Email Notification (job aid)
• Edit a Previously Validated Invoice Payment (job aid)
• Edit a Rejected Invoice Payment (job aid)
• Edit a Saved Invoice Payment Not Previously Validated (job aid)
• Editing a Saved or Submitted Invoice Payment (video instructions)
• Editing Invoice Lines (video instructions)
• How to Use the Invoice Payment Approval Workflow Dashboard (video instructions)
• Inviting Suppliers to PaymentWorks (job aid)
• Invoice Numbering Convention (video instructions)
• Reviewing Invoice Payment Status (job aid)
• Submitting Invoice Payments that do not have a Purchase Order (PO) (job aid)
• Submitting Invoice Payments that have a Purchase Order (PO) (job aid)
• Creating and Submitting an Invoice Payment (video instructions)
• Creating and Submitting Invoice Payments Using POET (video instructions)
• Submitting Invoice Payment – Digital Payment (job aid)

Invoice Payment Search Functionality

Use the search functionality in the Invoices module to view details for a specific invoice or invoices for a specific supplier. View details like name of the Invoice Payment requester, amount of the Invoice Payment and Invoice Payment approval status. Visit the Reviewing Invoice Payment Status job aid for more details.

Payables – Campus Transaction Dashboard

Use the Payables – Campus Transaction Dashboard to view a larger amount of payable data based on your search criteria. This report is easily exportable to excel for further analysis. Details like Invoice Payment requester, amount, status, date of payment and funding segment string used to code the transaction.

Confirm the accuracy of the funding segment string used for Invoice Payments. If an incorrect segment string was used to code a transaction, a Payables Correction must be submitted. Visit Financial Transaction Corrections for more information.

Transaction Approval Dashboard

Use the Transaction Approval Dashboard to view approval status information for Invoice Payments submitted by your department. This dashboard should be used to identify where transactions are currently at in the approval process or to review the approval history.

Department Financial Summary Review

Prior to approving financial transactions, the department funding source person is responsible for confirming the availability of funds.

For transactions coded to an appropriated fund, run the Remaining Appropriated Budget Report. This report provides a summary of the remaining budget for appropriated funding sources.

For transactions coded to a local fund, run the Local Budget Variance Report. This report provides a summary of the budget and actual expenses for local funding sources.

Appropriated and Local Summary – BvA

The Budget vs Actuals (BvA) Reports should be reviewed at least once per month to monitor department-specific financial activity for combinations of funding segment string values by fund. For more information about BvA Reporting, visit Financial Reporting.

A valid invoice from the supplier is required. A valid invoice includes the following:

• Supplier’s Name, address, and contact information
• Date – Invoice date, service date, or delivery date. If requesting non-employee travel reimbursement, dates of travel must be included.
• Description of the service provided or the product purchased
• Total amount due

Quotes and bids are not considered invoices.

• Attachments required for Invoice Payments – Digital Payment are outlined in the job aid.
• Depending on the type of Invoice Payment, other attachments may be required. See the following Documents section for details.

• Follow the steps on the Inviting Vendors to PaymentWorks job aid to add a new supplier to Bronco Hub. Do not request a Substitute W-9 from the vendor/supplier.
• Retreat Request: This form is required when requesting payment for retreat related expenses.
• Non-Employee Reimbursement Request: This form is required when requesting reimbursement to a non-employee for expenses related to university business. If the non-employee reimbursement is non-taxable you can use the job aid Submitting Invoice Payment – Digital Payment which is easier by reducing the need to set up a supplier or multiple suppliers and reduces the amount of transactions needing approval.
• Event Expense Summary: This form is required when requesting payments related to meals, refreshments, and alcohol.
• General Counsel Approved Contract/Agreement: Written supplier contracts/agreements approved by General Counsel. If attaching a General Counsel approved contract/agreement, redact sensitive supplier information prior to attaching the document in Bronco Hub.

A separate Invoice Payment must be completed for each invoice document.

Line Variance error is a common reason for Invoice Payments to not validate. This happens when the line amounts do not match the header amount. Make sure the lines match or add up to the amount in the header. For other validation issues and errors, please contact Payables at (208) 426-3434.

Follow the instructions in the Payments – Campus Transaction Dashboard job aid to view payment status.

The supplier record needs to be created before the Invoice Payment can be entered. If the supplier or supplier site cannot be found with the search functionality, please contact P2P_Suppliers@boisestate.edu and request the supplier be added or address updated. For new supplier requests, include a copy of the invoice (for name and address information) with your email.

An Invoice Payment rejected because of an incorrect supplier or supplier site must be cancelled and entered again. Payables will cancel the Invoice Payment. Please see the Invoice Payment Numbering Convention for instructions on what to enter for the corrected invoice number.

An invoice rejected for an incorrect invoice number, invoice amount, invoice date, or unclear business purpose can be edited and resubmitted for approval. Please see the job aid for further instruction.

If an invoice was already paid, please contact Payables to have the Invoice Payment cancelled.

If rejected because the funding or segment string needs changed, follow instructions on the Edit a Previously Validated Invoice Payment.

Follow the steps in the Review Invoice Payment Status job aid to research and confirm the invoice was not paid. If it has been paid, cancel out of the Invoice Payment window. If it cannot be verified that it has not been paid, further research will be needed, please contact Payables for assistance.

• P-Card is the preferred method for purchasing goods and services at Boise State.
• Run the Supplier Search in Bronco Hub to verify the University has an existing relationship with the vendor/individual you are submitting the Invoice Payment for.
• If you are submitting an Invoice Payment and do not have an invoice number, follow the instructions on the Invoice Numbering Convention to generate a unique invoice number prior to creating an Invoice Payment in Bronco Hub.
• Project funded Invoice Payments: If using a project Fund (1st segment, 4 digits) for an Invoice Payment, you must also complete the POET fields or the transaction will be rejected upon initiation of the approval workflow. See the Submitting Invoice Payments job aid for step by step instructions.

For support with Invoice Payments, contact P2P Payables Support at P2P_Payables@boisestate.edu or visit https://www.boisestate.edu/vpfa-p2p/

For support with job aids or Bronco Hub functionality, contact the Office of Continuous Improvement at OCI@boisestate.edu or visit https://www.boisestate.edu/continuous-improvement/