Procurement and Contract Services Policy & Procedures Manual
Section 300: Purchasing
Effective: 7/01/2010
Revised: 1/21/15

 

304-001: Invoice Completion and Approval

Invoices for amounts equal to or greater than $25,000, that are not paid against a Banner Purchase Order, require Banner Invoice Completion and PaCS approval before payment will be issued.  The completion process and approving officials will vary based on the dollar amount of the invoice.  For additional information on approval routing and related separation of duties see FIS 1108 Approval Routing

Banner Invoice completion and PaCS approval will consist of verification that accurate documentation is in place, the procurement was appropriate, conducted in a manner consistent with applicable regulations and within delegated authority. FIS 1108-02 addresses the required process and necessary approvals required from approving officials.

Procedure:

  1. Submit an email to PaCS requesting invoice completion.  Include the Banner Invoice document number and any supporting documentation or information for verification that the appropriate procurement method has taken place or that an existing contract is in place.  This explanation should be included in the Banner Invoice document text as well.
  2. The required approving official will review the invoice and documentation in order to make an approval determination.  If the purchase or contract is determined to be unauthorized, the process for rectification or ratification of the unauthorized procurement will be followed.
  3. Approvals for invoice amounts $300,000 and greater must be provided by the required approving officials indicated in FIS 1108-02.
  4. Once approved by the required authorized approver, PaCS will complete the Invoice in Banner.