UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.1.15
DATE: 10/28/98
REVISION: 05/19/03 
SECTION: SUPPORT SERVICES
AREA: PROCUREMENT SERVICES
SUBJECT: NON-PAYABLE INVOICES
PURPOSE
The purpose of this policy is to establish a procedure for managing invoices received at UAMS that are in a non-payable status.
PROCEDURE 
The UAMS Procurement Services Department standard terms and conditions on purchase orders, item 9 "Invoicing", includes the following statement: "Invoices received containing insufficient information for processing shall be immediately returned to the vendor" by Disbursement Services.
  1. Invoices received in UAMS Disbursement Services will be reviewed for a valid purchase order number and accurate information required for processing payment1. 
  2. Invoices that are non-payable will be returned without action to the Vendor. 
 The following circumstances will result in an invoice being returned to the Vendor:
  1. A valid purchase order number, department, or departmental representative is not identified 
  2. Software application indicates the purchase order has been paid on another invoice (duplicate shipment). 
  3. Item(s) invoiced are not on the purchase order. 
The Vendor is responsible for the accuracy and accountability for ensuring the invoice is in a payable status.
REFERENCE
1 UAMS Policy Accounts Payable 8.2.01