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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. | |
2 | Know and understand the impacts of not following Procedure 3401 PR.04 |
|
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:
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: |
|
If You Need To: | Request the Following Role: |
---|---|
Submit an invoice | Any Yale employee can submit an invoice |
Acknowledge Receiving | P2P Invoice Specialist |
Approve |
Speak to your supervisor regarding the appropriate dollar threshold for this role. |
Monitor/Run Report(s) |
|
Complete information on roles and responsibilities, including the use of delegates.