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Department of Procurement and Contract Services

Common Errors When Submitting Documents for Payment

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).

Contact Us

Procurement and Contract Services
214 Bond Hall

Hattiesburg Campus

Campus Map

Email
procurementFREEMississippi

Phone
601.266.4131

Contact Us

GCRL Procurement Services
Oceanography Building
Gulf Coast Research Laboratory

Campus Map

Email
procurementFREEMississippi

Phone
228.872.4245