Business Services

Accounts Payable Procedures

Payment for products and services:  All payments will be processed within 30 days as required by the State of Minnesota according to the following procedure: 

Invoices: Vendors should submit invoices to accounts payable.  Accounts payable will forward each invoice to the originator.  Upon receipt the originator should:

•  Review the invoice to verify that services and or products have been received.
•  Indicate the date services and or products were received.
•  Sign, date and mark invoice "ok to pay".
•  Return to accounts payable for processing.

Accounts payable will submit payment to the vendor only upon receipt of the approved invoice.  Therefore, staff must review and approve/deny invoices in a timely manner. Any questions should be directed to accounts payable at 733-7648.

Packing slips: Vendors will often include a packing slip with the shipment.  Packing slips are forwarded to accounts payable by receiving staff when shipments are processed.  Packing slips are verification the shipment has been received.  Accounts payable will not forward invoices to the originator when a packing slip is present and matches the invoice, instead accounts payable will process payment.  Any questions should be directed to accounts payable at 733-7648.

Prepayment: Prepayment of products and services is not permitted for any expense (except subscriptions, software, and memberships that have an invoice or an amount due clearly stated).

No payment will be processed from just a purchase order, or from any "special handling instructions" included on a purchase order. An invoice must be provided with authorization to process payment. 

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