Accounts Payable Invoice Approval Process Q: What do I need to send to Accounts Payable to process my invoice? A: In one email, send them both the invoice you are approving and the checks enclosed form, if it is not being paid through a PO. Q: What information should be included in the email? A: The email must include the following information, in the following template: Invoice #: Vendor Name: Approval amount $ Approved by: How to be processed? Checks Enclosed Invoice: PO Book #: PO #: If the approver of the invoice is not the person submitting the invoice, the approver should send the person submitting the invoice an email and state that the invoice is “approved for payment” in the body of their email. Q: If the invoice is to be paid by PO or PO Book, but I don’t have the number, can I indicate that and leave it blank? A: If the invoice is being paid via PO or PO book, the PO number or PO book number MUST be included in the email. If you don’t know the correct number, please email purchasing@tid.org or contact Diana Brink at 209883-8523/dlbrink@tid.org. Q: Should I send multiple invoices in one email? A: No. Please only send one invoice and the information in the form of the template above for that one invoice per email. Q: Is it helpful to include a long email thread that includes the information requested throughout? A: No. The only information that should be included in the body of the email is that shown in the template above. Q: What if approval of the invoice was granted in another email or I am granting approval privileges to someone else? A: If there is an email granting approval privileges to someone else, or the approval of the invoice was granted via a separate email, please attach that email to the email with the invoice attached. Do not forward an invoice approval email without the invoice it approves. Q: To whom should I send my invoice and the required information? A: If the vendor name begins with A-L, send your invoice email to Betty Piedra at bjpiedra@tid.org. If your vendor name begins with M-Z, send your invoice email to Jessica Vieths at jsvieths@TID.org. Q: What if the invoice is over $5,000? A: If the invoice is being paid by Checks Enclosed, and is over $5,000 it must be routed through Alison Bryson in Materials Management. Please prepare your email with the
same information from the template, include the invoice and any approval emails, and send it first to Alison at akbryson@tid.org and cc: Tracy VanFleet at tmvanfleet@tid.org and the appropriate Senior Accounting Technician (either Jessica or Betty) as determined by the vendor name. Q: If the invoice has been submitted digitally, should I send in the original documentation via interoffice? A: No. If the invoice has been submitted digitally, please do NOT send the original documents via interoffice mail. You may file the original documents for your reference or shred and dispose of them accordingly. Q: Why is it important that everyone follow these specific guidelines in submitting invoices? A: As with many TID business processes, we are learning to work around the current situation in a way that effectively still achieves the same end goal. Receiving Accounts Payable requests in a consistent way is helpful in processing A/P as efficiently as possible, while still maintaining appropriate A/P controls and documentation.