For the majority of payments the key is ensuring a 3-way match between the purchase order, supplier's invoice, and department's receipt in OMNI. Contact Payables & Disbursement Services for questions or for additional details.
Ensure all supplier invoices are sent directly to Accounts Payable
Invoices that end up at any other destination here at FSU may unnecessarily delay the payment process. See details of an "ideal invoice" for the critical components that will help facilitate prompt and accurate payment. In the event a supplier sends an invoice directly to your department, please write the purchase order number on the invoice if it is not already included and email to ctl-invoices@fsu.edu.
Florida State University
UCA 5607 University Center
Tallahassee, FL 32306-2391
accountspayable@fsu.edu
Enter a receipt in OMNI to signify either goods received or services satisfactorily performed.
See OMNI Job Aids on the Training webpage for details on how to process a receipt in OMNI. Departments must only complete a receipt in OMNI when the goods have actually been received or in the case of services, only after services have been satisfactorly performed.
If goods or services are not associated with a Purchase Order, use a PCard when authorized. If a PCard is not available, submit an electronic payment request (ePRF) in OMNI for allowable unencumbered expenses, or initiate a Confirming Order if an invoice is received without a Purchase Order.
For detailed instructions on the ePRF process, refer to the Accounts Payable website. Additionally, departments should review the Expenditure Guidelines to ensure payment requests are allowable.
Expenses for the personal convenience or preference of employees that are not necessary in order for the University to carry out its mission are prohibited. If you have questions about a specific expenditure, please contact Disbursement Services at accountspayable@fsu.edu.
When a foreign supplier does not take a US check or requests payment by electronic means, a wire transfer is necessary. A SpearMart Requisition is required like any other order. Once the goods/services have been physically received and payment is ready to be made, the department should receive upon the appropriate line(s) on the Purchase Order in OMNI. The department will also need to submit the Foreign Supplier Payment Request Form to Accounts Payable (CLT-AccountsPayable@fsu.edu) so payment can be issued via wire transfer.