Payment Documentation Required on all Payment Requests

The original invoice/receipt should always be submitted to Accounts Payable. The invoice/receipt should contain the following elements on the invoice:

  • Name and remit to address of the vendor
  • Vendor invoice number
  • Invoice date
  • Itemized description of the good or services
  • The word "invoice" on the actual document being submitted as an invoice
  • Name and address of our university on the "billed to" section of the invoice

When requesting payment and the original invoice/receipt is not available, the reason must be documented on the payment request. However, it is the department's responsibility to confirm that this is not a duplicate payment by following through with the appropriate and necessary research in FAMIS to see whether prior payment has been made on this particular invoice to the vendor.

Payment Due Date (Prompt Payment Law)

State of Texas Prompt Payment Law requires the state agency ensure each payment is due by the 30th day after the latest of:

  • The day the agency received the goods
  • The day the services were completed by the vender
  • The day the agency received the invoice for the goods or services

Invoices must be date-stamped by the department as soon as the invoice is received. Attach the invoice to the "L" document or hard copy requisition and send it to Accounts Payable. If payment exceeds the 30th calendar day the Comptroller/FAMIS automatically calculates interest and adds it to the payment. The departments should not try to schedule the payments, send the invoices to us as soon as possible and we will schedule the invoices for payment according to the Law. In order for us to be able to comply with the Law, we need your help by submitting the invoices to Accounts Payable as soon as possible.

This page was last updated on: October 13, 2015