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Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Making an Additional Payment on a Paid Invoice or Reprocessing an Invoice that was Short Paid
rev20030115
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"Reprocessing" is processing an invoice for payment that we have previously paid. Possible situations that might require reprocessing include:
û stale dated check (check date is over 6 months old)
û lost check
û mutilated check
û wrong vendor paid
û amount of check differs from amount invoiced (e.g., wrong currency, vendor quibble)
ü Payment Unit accounting error (e.g., typo in amount field, failed to input a line item, failed to input a
miscellaneous charge)
ü Further investigation concludes deleted line(s) should be paid.
üThis procedure covers reprocessing an invoice whose check will not be returned or cancelled. [i.e. making an additional payment on a paid invoice]
ûSee Reprocessing a Check in Unicorn when all invoices paid on a check that has been returned or cancelled need to be "re-paid".
REPR Procedure when check for original payment has been cashed [effective 01 SEPT 2003] [old procedure]
Additional payments to "short paid" invoices due to error(s) or deletion(s) that will now be paid.
NEW POLICY: Invoices will be filed in the latest fiscal year that a payment transaction has occurred. If an invoice was originally paid in fy2000 with 1 deletion and we decide to pay for that deleted line item in fy2004, the original invoice will be refiled in the fy2004 audit file.
- If the original/previous payment was made in a previous fiscal year, make a copy of the 1st page of the invoice which will be filed in the "previous" fiscal year as a cross-reference pointing to the new location of the original invoice. Annotate the cross-reference with "REPR fy<fiscal year>"
- Staple all documentation to the back of the invoice which identifies and justifies the additional payment transaction(s)
- Pay the invoice in Unicorn following standard procedures
- Use the original invoice # and invoice date
- Use the original invoice line #
- Do not line through the original/previous Unicorn invoice ID #
- Annotate with the new Unicorn invoice ID # as close to the original/previous ID # as possible
- Annotate bottom left corner of the 1st page of the invoice with "REPR <your initials>
- Annotate the extended note field of the original/previous Unicorn invoice record with "see also <Uni inv.# of REPR pmt>"
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Last modified:
June 8, 2006 |
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