Invoices

A Supplier’s request for payment with a statement of the sum due and a list of the goods or services provided.

Invoices must be submitted with specific information to be considered valid. Use the Invoice Checklist to ensure a clean submission.
Invoices generated from a Purchase Order ensure that the payment process is effective and efficient. Purchase Orders are the result of creating a requisition.
Procedure 3401 PR.04 identifies that departments are expected to instruct suppliers to submit their Invoices directly to AP via email. Email address and complete instructions can be found in section 2 of the procedure.
- Departments who elect to not follow this guidance assume accountability and risk for process and payment issues.
- Use the chart below to understand the impact to departments when invoices are sent from the Supplier directly to the Accounts Payable (AP) Team:

Required Work	Department Follows Policy Guidance	Department Elects to Not Follow Policy Guidance
Validate Remit to Payment for the Supplier is Correct/Up-to-date	AP Owns	Department Owns
Validate That Duplicate Invoices Do Not Exist	AP Owns	Department Owns and may be held financially responsible for any University funds paid in duplicate
Scan and Submit Invoice in Accordance with Submission Requirements (Link Vendor Guidelines)	Supplier Owns	Department Owns and may be held financially responsible for any late fees or penalties (or discounts lost) because of late submissions/incorrect submissions

Follow procedure 1307 PR.02 Managing Subrecipient Activity Associated with Sponsored Programs for guidance in processing Subrecipient invoices.
Please use the SubAward Error Message Guide to view and resolve SubAward Invoice errors.
The service level agreement (SLA) for invoice processing is 5 business days
Invoices should be submitted to:
- yss.invoices@yale.edu for invoices
- yss.subcontracts@yale.edu for Subrecipient invoices
- agency.invoices@yale.edu for Agency invoices
  - Note #1: Each invoice should be scanned as single attachment. Multiple attachments per email are acceptable.
  - Note #2: The email box is unmonitored. Emails should only contain invoices. Any messages included in the email will not be seen by the AP Team. Instead, support needs should be reported to the Finance Support Center (FSC) at askfinance@yale.edu
  - Note #3: Attachments should either be PDF or Tiff. Anything else will be rejected.
- Requests for “rush” invoice processing are only accepted for invoices past due/shut off notices. Any other requests will be redirected to the general invoice queue. Submit rush requests to the FSC at askfinance@yale.edu.
Invoices may require remediation or review. Please refer to the Invoice Match Exceptions and Invoices Requiring Remediation chapter for complete information.

Order of Work	Action to Take	Essential Process Details/Helpful Tips
1	Know and understand the department role in Policy 3401 General Payment Policy and all its associated procedures.	3401 General Payment
2	Know and understand the impacts of not following Procedure 3401 PR.04	Review the “Key Information” section above and understand the impacts of this decision to your department Follow the Invoices Checklist

Order of Work	Action to Take	Essential Process Details/Helpful Tips
1	Submit request	Invoices that do not workflow via Workday to the department for review prior to payment: Submit all requests to the FSC at askfinance@yale.edu Include the following information: Reason for edit/cancelation SI# Supplier Name Dollar Amount Invoices that do workflow to the department via Workday for review prior to payment: Use the process Send Invoice Back to AP Provide reason for edit/cancelation in the comments.
2	To reissue or stop payment on a check	See the Requesting Accounts Payable (AP) Check Voids and Reissues procedures and policies.

Order of Work

Action to Take

Essential Process Details/Helpful Tips

Submit request

Invoices that do not workflow via Workday to the department for review prior to payment:

Submit all requests to the FSC at askfinance@yale.edu
Include the following information:
- Reason for edit/cancelation
- SI#
- Supplier Name
- Dollar Amount

Invoices that do workflow to the department via Workday for review prior to payment:

To reissue or stop payment on a check

Order of Work	Action to Take	Essential Process Details/Helpful Tips
1	Check/Confirm the Status of invoice submission and turnaround times	Finance Daily Report
2	Run reports as needed:	Find Supplier Invoices – Yale Find Suppliers Invoices Condensed – Yale Invoice Aging in Progress – Yale Invoice Aging - Yale

If You Need To:	Request the Following Role:
Submit an invoice	Any Yale employee can submit an invoice
Acknowledge Receiving	P2P Invoice Specialist
Approve	Cost Center P2P $1K Approver Cost Center P2P $10K Approver Cost Center P2P Unlimited Approver Speak to your supervisor regarding the appropriate dollar threshold for this role.
Monitor/Run Report(s)	Cost Center Financial Analyst Cost Center P2P Inquiry

Complete information on roles and responsibilities, including the use of delegates.