Invoice Policies for Payments

Scope: Notes on invoice procedures from Accounting

Contact: Sara Biondi

Unit: Monograph Acquisitions

Date last reviewed: Jun 9, 2025

Date of next review: Aug 1, 2025

Invoices

• When no invoice number on the invoice

  • Use sales order number

  • Use invoice date with your initials (e.g.: if the date is July 12, 2017, it should be 071217 SMW ) (NO SPACES BETWEEN)
    Try to use a number that will make it easy for the vendor to determine what is being paid. 

• Method of payment (In priority order)

  • Check

  • Credit card

  • Domestic ACH transfer

  • International wire transfer (should ONLY be used when there is no other way for vendor to be paid) ($31 fee per wire, FY25)

    • International wire payments should be requested using the form, with no more than 5 invoices per wire request.

Invoices are submitted electronically for payment, using a Box folder.

Credit Memos

• Credit memo invoice numbers

  • CM number is invoice number with "CM" after it ( e.g.: 12567CM)

  • Put notes in CM invoice in Alma.

  • Credit memos related to wire transfer payments must be combined with an outgoing wire to be processed.

  • When returning items, please put information in the return books spreadsheet. It's located under F: Shared/Receipts Management/Books-Coll-Dev and Returns. This is where we look for reasons why we received credits and helps with processing statements.

Sales Tax on NON-PROCUREMENT Purchases

• <needs Alma update>

 Procurement Card Notes

• Please don't forget to put the external budget name on the invoice submitted to Accounting - this is required for processing payment. (Cost center and GL)

• <Needs Alma update> When a purchase unavoidably includes sales tax, the current preference is: When entering the invoice in Aleph, enter net price and shipping as usual, but only note the quantity of tax in the NOTE FIELD, so that it can be excluded when the invoice is processed in Concur. (9/17/2020)

  • This differs from non-procurement sales tax!

P-card Statements and expense reports

• Do not have to keep statements—can discard!

• Expense reports should be provided to the reconciler for collections purchases. Please process the invoice in Alma and upload them to the correct Box folder as soon as possible to ensure they are handled before the statement period closes on the credit card for that month.