Procurement & Contract Services

Frequently Asked Questions

Q. How long does it take to get a check issued to a vendor?

A. Typically, payment can be expected within two weeks of the invoice being received in Accounts Payable. However, this is contingent upon the Invoice and the Remittance Voucher meeting all the requirements required to process the payment. If signatures or additional information is required, the process could take longer. Should there be extenuating circumstances that require the check to be issued sooner, reference the date needed in special instructions and hand deliver to the Accounts Payable Manager.

Q. Are original invoices required?

A. Yes. State law requires that we have the original invoice. (MISS CODE 7-7-27)

Q. Will my department be responsible for late charges on invoices?

A. Yes, if late charges have been assessed (MISS CODE 31-7-305). It is important for your department to review and submit invoices in a timely manner to Accounts Payable.

If invoices are held for extended periods in a department, the University’s relationship with the vendor may be compromised and other departments may not be able to receive goods or services until the invoices are cleared.

Q. My invoice has an error; can I mark through the error and correct it then send it to Accounts Payable?

A. No, if there is a mathematical error, short shipment of items, unauthorized substitution of goods, etc the vendor must correct the invoice and a new invoice issued

Exception – if sales tax was billed inappropriately, cross out the sales tax amount, subtract from the invoice amount, and note the correct net amount on the invoice.

Q. Where can I get a tax-exempt certificate?

A. Accounts Payable Forms

Q. Where can I get a W9?

A. Form - http://www.irs.gov/pub/irs-pdf/fw9.pdf   Instructions - http://www.irs.gov/pub/irs-pdf/iw9.pdf

Q. How do I stop payment on a check?

A. Call Accounts Payable with the PO Number, the name of the vendor, amount of the check and reason to stop payment.

Q. What do I do if I receive an invoice or a credit memo in the department?

A. Make sure the PO number is listed on the invoice and mail to Accounts Payable - Box 5104.

Q. When can I pickup my check?

A. Checks are mailed each week on Friday unless there is a holiday or weather related University closures. If the Department has indicated IN ADVANCE on the PO or the Remittance Voucher that they need to pickup the check for payment, they will be contacted when the check is ready on Friday before noon.

Q. How do I acknowledge receipt of items ordered or services received?

A. The department must verify receipt of items purchased on a PO. Accounts Payable CANNOT process payment until verification of goods received have been reflected on the PO.

Departments now have the ability to receive items in SOAR-FIN. Go to the LEC website http://www.usm.edu/lec/soardocs/soarfin/FIN_ReleasePOs.doc for instructions on marking items as received.

Q. How do I return something to the vendor?

A. The department needs to work with receiving to return the merchandise. It is the departments responsibility to obtain a Return Manufactures Authorization (RMA) from the vendor. Give the RMA to Receiving along with the merchandise and a budget string for the return shipping charges. Receiving will return the merchandise.

1. Equipment
2. If the equipment has been tagged, you need to contact Inventory (266- 4439) BEFORE PACKING THE EQUIPMENT to make them aware that the equipment is being returned and for instructions on how to return tagged USM equipment to the vendor. When requirements have been met with inventory, pack the equipment and deliver it to Receiving with a RMA from the vendor.
3. Untagged merchandise/equipment - Repack the merchandise and deliver to Receiving with a RMA from the vendor.

NOTE: If the item you are returning is large, you may want to coordinate with receiving to come by and pick it up. Allow at least two days for them to come by your department to pick up the return.