INVOICE APPROVAL PROCESS

1.	Approval of Payment:
	During the recent Financial Integrity and State Manager's Accountability Act of 1983 (FISMA) audit performed in June 2000, the following was noted:
	"The campus accounting office processes numerous invoices that circulate to the ordering department for authorization to pay. These invoices are returned with initials, signatures, and dates that do not clearly represent assertions associated with the authorization for disbursements of state funds."
2.	Recommendation:
	The Chancellor's Office Auditors recommend that the campus standardize its method of recording the signature and date on invoices approved for payment.
3.	Implementation:
	All invoices for Purchase Orders should be mailed directly to Accounts Payable from the Vendor. The Vendor should not be instructed to send invoices to the department. Upon receipt of the invoice, Accounts Payable will enter the invoice to the appropriate Purchase Order and hold payment.
The "Approval For Payment" stamp has been created and will be affixed to each of the invoices by Accounts Payable before sending them to the department for approval. (as of July 1, 2003 invoices will be sent to departments for approval via email attachments.)
NOTE: IF YOU KNOW THIS WILL BE THE LAST INVOICE, MARK THE BOX TO COMPLETE P.O.
The "Approve For Payment" Stamp: