ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
VENDOR PAYMENTS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-1.2 Compliance with Rules
NUMBER
PAGE
04-0803
1 OF 2
DATE REVISED
April 7, 2015
Purpose
The purpose of this procedure is to provide the process for accurate and timely payment of vendors, from
whom Florida State College at Jacksonville purchases equipment, materials, supplies or services.
Procedure
A. Payments, warrants, and invoices; processing time limits; dispute resolution; agency or judicial branch
compliance requires that suppliers who provide materials or services are entitled to prompt payment,
in less than 40 days after receipt of the invoice and receipt, inspection and approval of the goods and
services. Prompt payment of invoices must be observed by all College employees involved with any
aspect of invoice processing.
B. The Chief Financial Officer is responsible for monitoring the timeliness and accuracy of all College
invoice processing.
C. Each purchase order will identify the Accounts Payable Office (AP) or Campus Business Office to
which all vendor invoices are to be mailed. The AP Office or the appropriate campus Business office
may:
1. Audit invoice documentation and ensure timely entry for payment,
2. Find the appropriate purchase order and input invoices into the online ERP system upon receipt,
3. Monitor receiving reports to ensure timely receipts are entered,
4. Follow up on all overdue invoices with the department that ordered the material, when materials
have reportedly been received and receipt has not been entered into the ERP online system in a
timely manner,
5. Follow up to obtain invoices for items that have been received into the ERP online system,
6. Obtain the signature of the authorized approver, or designee, on the invoice documenting service
was received, inspected and approved for service contracts, blanket purchase orders and
construction purchase orders,
7. Verify the invoice amount against the purchase order amount. Notify the appropriate Purchasing
Agent if the amount exceeds the purchase order amount, which requires a College change order to
be issued,
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
VENDOR PAYMENTS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-1.2 Compliance with Rules
NUMBER
PAGE
04-0803
2 OF 2
DATE REVISED
April 7, 2015
8. Refer invoice discrepancies or questions regarding payment to the ordering department, AP Office
or Purchasing Department for resolution when necessary,
9. The period of time used in calculation of prompt payment discounts will start at the time a correct
invoice is received, materials are physically received or services are approved, whichever is later,
10. The Campus Business Offices will audit travel receipts and leave forms prior to submitting them
to the AP Office for reimbursement.
D. The specific steps to follow in auditing and processing payments are outlined in desktop procedures
maintained in the AP Office.
E. The payment of invoices utilizing funds housed in Fund 6 (“Agency Funds Held on Account”)
provided by and held for the benefit of a third Party Agency, regardless of total cost, may be paid by
College disbursement request vouchers, and may not require solicitation of competitive bids or
proposals.
F. All disbursements from “Agency Funds Held on Account “must be approved by the third Party
Agency account custodian or [specified] budget administrator.
G. The third Party Agency will be responsible for issuing IRS Form 1099s to any individual or entity paid
with Fund 6 “Agency Funds Held on Account” who meets the IRS minimum reporting requirements.
REFERENCES: F.S. 215.422, 1001.64, SBE Rule 6A-14.0261
Adopted Date: November 2, 1987
Revision Date: April 21, 2009, April 7, 2015