Procurement Services

Most Common Errors

Most Common Errors When Submitting Invoices for Payment

• Invoice sent to A/P without approval by signature authority
• No PO referenced on Invoice
• No PO created for Invoice
• Goods received have not been referenced in SOAR-FIN
• Original Invoice has not been received in A/P

Most Common Errors Submitting Remittance Vouchers or Employee Reimbursement Vouchers

• Original itemized receipt, invoice or supporting documentation is not attached
• Purchase order required. Submit on a Requisition and send to Purchasing Box 5003
• Purchase order required. All equipment must be purchased with a PO. If purchased by individual, reimbursement must be processed on a PO.
• Travel voucher required (All reimbursements for employee registrations, mileage and travel)
• Provide social security number and address
• Budget string is invalid or has not been provided
• Provide Proof of Payment (copy of - front & back - cancelled check or copy of credit card statement)
• Obtain signature of approved expenditure authority (other than the payee)
• Need more detail regarding purpose of payment.
• See USM Entertainment Policy and give more detail
• Not allowed by USM Entertainment Policy
• Payee appears to be a nonresident alien. For further instructions, contact the Tax Compliance Officer at (601) 266-6625.
• Transfer of funds to University Foundation is unallowable
• Payee is currently on University Payroll. Contact Human Resources (6-4050) for guidance on appropriate University form(s) required for processing payment.
• The payee must be hired as a university employee and paid through HR/Payroll. Contact HR for guidance on appropriate University form(s) required for processing payment.
• Completed Form W-9 must be attached
• Personal Services Agreement and invoice (signed by the contractor/payee) must be completed and sent to Purchasing on a Requisition (Box 5003).