Accounting Office / Accounts Payable

The Accounts Payable function within the Accounting Office processes approximately 90,000 invoices each fiscal year that are authorized by purchase orders. Issuing a check to an external vendor generally requires a purchase order. Exceptions include registration fees, subscriptions, memberships, utilities, airline tickets, and purchases made with a P-Card. Please refer to the Purchasing Website for information on forms related to the procurement process.

The Accounts Payable function within the Accounting Office is responsible for:

• Processing payments of invoices authorized by purchase orders.
  
• Processing credits issued by vendors for returned merchandise.
  
• Expediting payment when a prompt payment discount is available.
  
• Expediting payment when a department requests.
  
• Delaying payment when a department has reported a dispute.
  
• Assisting departments with understanding voucher information.
  
• Assisting vendors with inquiries about payment status of invoices.
  

We strongly recommend that all invoices be mailed to Accounts Payable, Iowa State University, 3617 Administrative Services Building, Ames, IA 50011-3617, faxed to 515-294-3401, or e-mailed as attachments to invoices@iastate.edu. Invoices sent to the correct address and bearing all the required information will be paid promptly. Delays in processing can cause lost discounts and strained relations with vendors.

Invoices must include a valid purchase order number. The lack of a valid purchase order number requires manual research by Accounts Payable and Purchasing to determine the funding source, which delays the payment process.

When Accounts Payable matches an invoice to its purchase order number, a copy of the voucher will be mailed to the buying department for review. If no signature is required, the voucher will be released for payment in eight business days. If a signature is required, the buying department must promptly return the voucher to the Accounting Office, 3606 Administrative Services Building.

If there is a reason to delay payment, the buying department must notify Accounts Payable, 3617 Administrative Services Building in writing so we will have the information available if the vendor inquires about payment status.

To avoid duplicate payments, we prefer to pay from the individual invoices rather than the statement.

Iowa State University prints checks on Monday, Tuesday and Thursday nights, which are mailed the following day.

If you have questions about the payment status of an invoice, please contact one of the following people:

• Nancy Fausch (PURCH030), 515-294-2848, nfausch@iastate.edu
• Patsy Griffith (PURCH019), 515-294-7662, pgrifith@iastate.edu
• Mary Jacobson (PURCH999), 515-294-5212, mjacobso@iastate.edu
• Colleen Payne (PURCH036), 515-294-0458, cmpayne@iastate.edu
• Julie Schrader (PURCH034), 515-294-0457, jaschra@iastate.edu

Back to Disbursements / Vendor Payments page

Last Updated July 12, 2006.