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Cost Allocation Requirements

Invoices and reimbursement requests must be coded with a complete account distribution code (i.e. FOAP) or index and account code. If it is apparent that an account code is incorrect, Accounts Payable Associates will inform the approver, so that the appropriate account can be charged.

When a business purpose is not evident for any expense being forwarded to Accounts Payable, a brief description should be added to the invoice or reimbursement request answering the five W’s; the who, what where, when, and why of the expense.

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Authorized Approvals

A full, legible signature of the individual authorizing payment is required. Initials will not be accepted. Only authorized signers may approve a payment request. A facsimile signature will never be accepted by Accounts Payable; original signatures are always required. Authorized approvers may not approve their own invoices or expenditures. In these situations, the individual's immediate supervisor must approve the payment request.

The Signature Authorization Form is used to identify to the Purchasing and Accounts Payable Departments the name(s) of the departmental individual(s) authorized to sign documents on behalf of the department. The completion of this form will indicate who is authorized to approve selected documents (invoices, expense reports and/or purchase requisitions). A Signature Authorization Form is only valid once approved by a Dean, Officer or Academic Budget Director. Forms signed by unauthorized individuals will be rejected. Completed cards are to be returned to the Accounts Payable Office, 80 Fifth Avenue, 4th floor.

>Signature Authorization Form [PDF]

Authorized approvers may not approve their own invoices or expenditures. In these situations, then individual’s immediate supervisor must approve the payment request.

The Accounts Payable Department should be alerted when an employee who is an authorized signer leaves the university.

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Attachments and Enclosures

Whenever you have a form to be included with a check when mailed, it is imperative that you staple a copy of the form to the payment request and paper clip the mailing copy to the payment authorization. The Accounts Payable team will be responsible for enclosing the document with the check. When submitting registrations, subscriptions, dues payments, or any other payment request without an invoice number, a copy of the invoice must be attached to send with the payment. Forms and subscriptions that are not filled-in will be returned so that the department may provide the necessary information. This will allow the vendor to properly credit any university accounts.

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Timely Submission

It is the responsibility of the Authorized Approver to ensure that payment requests are submitted to Accounts Payable is sufficient time to meet any payment deadlines. Please allow up to seven working days for payment processing.

FOAP Verification

Payments approved by your department will appear on FGIBDST, usually within five business days of receipt in Accounts Payable.

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