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
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.
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 sharedservices@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:

2 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
  1. Cost Center P2P $1K Approver
  2. Cost Center P2P $10K Approver
  3. Cost Center P2P Unlimited Approver

Speak to your supervisor regarding the appropriate dollar threshold for this role.

Monitor/Run Report(s)
  1. Cost Center Financial Analyst
  2. Cost Center P2P Inquiry
   

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