The Accounts Payable Department is responsible for processing Correction Requests, IOTDs, ICDs, POs, Travel and Vendor Maintenance requests. Documents that come in for review and processing are handled based on a "first-in, first-out" basis. We process hundreds of requests each week, and strive to process each document as quickly as possible. Chrome River - Invoice is now LIVE!!!
The following resources have been assembled to assist end users with routine accounts payable processes. Additional information can be viewed by clicking on the plus sign in each section.
Q: How should purchase requisitions be handled?
A: In accordance with the cost-saving measures communicated by Dr. Jay Golden, starting Monday, April 13, 2020, purchase requisitions will be routed to the appropriate VP for approval prior to final execution by the Purchasing Department. This does not apply to any purchases funded by grants.
- This procedural change only applies to purchase orders that are generated by completing a NEW purchase requisition in Banner. This would be any purchase over $10,000, purchases requiring a bid, or purchases from state contracts.
- Purchases Orders which are already encumbered (approved prior to April 13) and you are authorizing a payment against this existing contract, are also OK to proceed.
- Direct Pay Invoices and Procurement Card expenses processed in Chrome River continue as normal. At this point in time, it the responsibility of the Budget Officer, Chair, Dean, etc., to ensure those expenditures are essential to the ongoing support of the University.
Purchase Requisitions are entered into Banner by the departmental administrative assistant and automatically routed to the Budget Officer for approval. Once approved the requisition is routed to Purchasing. After purchasing reviews the requisition, they will email the appropriate VP with the information about the requisition so the VP can make the determination IF this purchase is an essential need. Once the VP completes the review, email purchasing (email@example.com) and let them know if the requisition is approved or not approved. Once that email is received by Purchasing, the requisition will be processed and the purchase order will be sent to the vendor and a PO Receiving Copy returned to the person initiating the request. If it is not approved, purchasing will cancel the requisition and send an email denoting “denied by VP”.
Use the guide to locate the appropriate account code for the good or service purchased. The guide is broken into three primary expenditure classifications: contractual services, commodities and capital outlay. Within each classification is a detailed description used to code purchases accurately.
Chrome River is WSU's new comprehensive Invoice system. Departments can now begin entering direct pay invoices into Chrome River instead of using the paper ICD process.
All payments associated with a WSU purchase order will continue to be processed utilizing the paper ICD process. This includes both partial and full payment against a purchase order.
The IOTD process for paying other WSU departments has not changed and will continue to be handled outside of the Chrome River system.
The quick reference guides below are designed to give a brief explanation on each topic with reference pictures to aid you in completing the invoice in Chrome River.
Creating an Invoice using Extract Data (OCR)
Creating an Invoice from a Prior Invoice
Creating an Invoice from a Template
Creating an Invoice using Manual Entry
Creating a New Vendor
Creating a New Vendor Address
Approving and Returning an Invoice
Creating a Template
Uploading an Attachment via Email
Resolution for Approving via Email Issue
Introduction to Chrome River Invoice PowerPoint
Guidance Documents -The following documents are provided as practical guidelines to support departments in complying with various fiscal and administrative policies and procedures.
A University department may pay for goods and services received from another department using the Inter-Organizational Transfer Document (IOTD), which transfers funds from one FOAP to another. The department purchasing the goods or services should initiate the transfer process by completing the IOTD form and sending a hard copy to Accounts Payable. As with any purchase, funds must be available in the applicable FOAP.
A University department may request payment to an outside vendor using the Invoice Control Document (ICD) form. Completed forms are sent to Financial Operations for review and processing. For specific purchasing and procurement guidelines contact the Office of Purchasing.
Beginning Monday, February 17, 2020, route all paper ICDs (including partial and full payments on purchase orders) to Financial Operations, Jardine Hall Room 201, Campus Box 38. Accounts Payable will ensure the document is routed for additional approvals, if needed.
To find Vendor payment information:
- Vendors can access the Vendor Payment Self-Service site at: Kansas eSupplier Portal.
- Departments can access payment information by executing the FPD00100 - Vendor Totals by Period (Linked) located in Reporting Services.
If a department needs to re-issue the check due to it, being lost or never received by the Vendor contact Accounts Payable for assistance.
In order for an invoice to be processed for payment the Vendor must provide WSU with a completed W-9 or W-8BEN-E (international vendors). Completed forms are sent to Accounts Payable Box 38 or emailed to firstname.lastname@example.org.
W-9 Form - IRS form W-9 Identification Number and Certification
W-8BEN-E Form - IRS form W-8BEN-E Certificate of Status of Beneficial Owner for Tax Withholding for International Companies
W-8BEN - IRS form W-8BEN Certification of Foreign Status of Beneficial Owner for Tax Withholding for an Individual Person