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Accounts Payable serves a vital support function to the procurement process at Florida
Gulf Coast University. We are responsible for ensuring that all state, federal, and University Board of Trustees
regulations and policies are followed regarding the receipt of and payment for goods
and/or services. Our primary mission is to provide timely and accurate expenditure
processing of university funds while maintaining an exceptional level of customer
service.
For the purpose of determining the date an invoice was received, the university will
be deemed to have received an invoice on the date an invoice is received in Accounts
Payable. Accounts Payable will date stamp each invoice as it is received. In cases
where the vendor invoice is incorrect and the vendor is required to furnish a revised
invoice, the date the revised invoice is received in Accounts Payable will be the
date an invoice was received.
Accounts Payable processes most invoices based on negative assurance. Invoices will
be sent out to ordering departments, but will be paid UNLESS the department notifies
Accounts Payable in writing that the invoice should not be paid. The department has
five (5) working days to make this notification to Accounts Payable before the invoice
is processed for payment. The following payments are not made with negative assurance:
Payments against Standing Orders.
Payments that are greater than the amount encumbered on a Purchase Order.
A Change Order will be required prior to payment processing if there is a dollar of
quantity discrepancy between the purchase order and the vendor invoice that exceeds
the greater of 10% or $100 of the initial Purchase Order Amount.
When a department returns merchandise for credit, Accounts Payable should be notified
that a credit invoice/memo will be issued. If the credit is issued on a purchase that
was originally made from a standing order, the credit memo may be applied to the next
purchase against that standing order. If the payment was originally made from a one-time
purchase order, a refund check should be requested. The refund check should be deposited
into the same INDEX as the original expenditure if occurring in the same Fiscal Year.
Prior-year refunds that cross Fiscal Years should be deposited into a Carry Forward
INDEX. The Budget OFfice should be contacted to determine which Carry Forward INDEX
is to be used.
Unless otherwise stipulated on the Purchase Order or contract, all invoices should
be submitted directly to the University's Accounts Payable Department. Florida Gulf
Coast University is exempt from Florida state sales taxes. The exemption number appears
on the face of the vendor Purchase Order copy. Payment may be delayed if invoices or packages do not reference a University purchase
order number.
