Responsibility for Disbursing. Each center is responsible for completing requests for payment of purchase orders and other financial documents that generate checks, including prepayments. The State Office is responsible for receiving invoices and receipts, reconciling them with payment requests from centers, requesting vendor checks and distributing them to vendors on a timely basis. Any invoices misdirected to the centers are to be forwarded to the State Office immediately for processing.
Acceptance of Invoices. All invoices must be originals, or failing that copies signed and certified by the vendor as true and correct (or on an exception basis, failing that, copies signed by the traveler as true and correct, but only if approved by Network Services). If originals are not obtained, the steps taken to obtain them must be well documented. Preprinted invoices with logos and unique invoice numbers are preferred. Handwritten original invoices are acceptable. Any exceptions require the approval of Network Services.
Processing of Invoices. In accordance with RCUH policy, the Hawai`i SBDC Network pays invoices within net 30 days. The recommended lead-time to process a prepayment purchase requisition is 10 working days, and a direct payment is 5 – 7 working days, given that all supporting documentation is provided.
Should any financial document remain pending at the center level more than 10 working days, Network Services will then pursue a resolution in order to resolve the delay (e.g., complete travel reports, initiate payment documents for invoices, issue purchase requisitions, etc.). This policy requires that administrative assistants turn such documents over to Network Services on the 11th working day.
Furthermore, any problem regarding a financial document that remains unsettled within Network Services for longer than another 5 working days will be brought to the attention of the state director. (See Reporting Deadlines & Master Calendar and Unresolved Financial Transactions below.)
See related topics in this section:
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Disbursing | |