Instructions

Invoice Payment Authorization Form

When to use this form:

The Invoice Payment Authorization Form is used to process all payments to vendors when an invoice is received from a vendor. An invoice is an itemized list of goods shipped specifying the price and the terms of the sale. An invoice number changes and is unique every time a purchase is made. In certain cases a purchase order number may be used as an invoice number if that is the vendor's procedure. Payment to those vendors who do not use invoices should be submitted on an Request for Payment/Reimbursement Form.

When NOT to use this form:

• Reimbursements to employees or other vendors.
• Payments to individuals for services rendered (including honoraria and stipends).
• Travel expenses and reimbursements should be processed on the Travel Reimbursement Form.
• Employees and students of Williams College who perform services must be paid through the Payroll Office.

Instructions for Use:

• A separate Invoice Payment Authorization Form must be submitted with EACH invoice.
• The original invoice must be stapled on top of the form in the upper left hand corner of the invoice.
• Invoices that are smaller than 8 1/2 x 11 must be taped to one side only of an 8 1/2 x 11 sheet of white paper.
• Use the multiple lines on the form to either distribute the cost of one item to many PeopleSoft account numbers or to separately identify individual pieces of the invoice (i.e. a computer and a printer).
• Amount: Enter the amount including a decimal point and cents. (i.e. $100.00 not $100). If you are handwriting the form make the decimal point clear.
• The total dollar amount of the voucher will calculate automatically and should agree to the total on the supporting documentation.
• Do not reduce the dollar amount you enter on the form by the discount. Highlight the discount terms on the invoice. The computer system will take the applicable discount automatically. The discount will appear as a separate line item on your accounting statement under PS account 571001.
• Once the form is completely filled out and supporting documentation is attached, the form should be signed by the preparer AND the authorizing signature (manager on the account). Names should be both printed and signed.