ࡱ> twsQ #%bjbj&& 4LDeDeqn n 8<;d`&^(%%%_``````$b[e$`$`%%9`R%%__b-h.%>R-_O`0`-e%xe ..e.81" .S$`$`r`en y:  Voucher Dates It is very important to enter the correct dates on a voucher. The Invoice Date helps to prevent duplicate payments, and the Goods Receipt Date and Invoice Receipt Date determine when some vouchers are scheduled for payment and how much interest will be paid to the vendor if the payment is late. Invoice Date date printed on the invoice by the vendor. The Finance System will give you a warning message if you try to enter the same invoice number and date for the same vendor. Therefore, it is very important that the Invoice Number is entered exactly as it appears on the invoice (including upper/lower case letters) and that the Invoice Date is entered correctly. Invoice Receipt Date date the invoice is first received by the University. The Invoice Receipt Date must be entered in the voucher. If an invoice is mailed to one department and rerouted to another department, the Invoice Receipt Date is when it is received at the first department. Goods Receipt Date date that goods are received or services completed. If the PO or contract allows additional time for inspection, the Goods Receipt Date will be the date that the department determines the order is correct and complete or when the inspection period ends, whichever comes first. For a lease, subscription, or membership, the Goods Receipt Date is always the last day of the lease, subscription, or membership period for which you are paying. Acceptance Date date that goods are received or services completed. It is automatically set by the system based on Goods Receipt Date.. For employee, student, and regent reimbursements, all of the above dates can be the date the voucher was created. Reimbursements to employees, students, and regents are scheduled to pay immediately regardless of the dates entered on the voucher and they are not eligible to receive late payment interest. How the late payment interest works In accordance with Texas Government Code, Chapters  HYPERLINK "http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2155.htm" 2155 and  HYPERLINK "http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm" 2251 (prompt payment law), interest will be automatically calculated and paid to vendors of qualifying goods and services who receive late payments from the 91ƽ. However, interest calculated at $5.00 or less on local fund payments will not be paid to the vendor per Texas Government Code 2251.026(j). Voucher payments are due on Net Due Date, which is 30 calendar days after the later of (1) the date an invoice is received (Invoice Receipt Date), (2) the date goods are received (Goods Receipt Date), and (3) the date services are completed (Goods Receipt Date). Accordingly, voucher payments will start accruing late payment interest the day after the Net Due Date. The finance system automatically calculates and pay late payment interest. The rate is set by the Texas Comptrollers Office and posted on their  HYPERLINK "https://fmx.cpa.texas.gov/fm/pubs/purchase/prompt_pay/index.php?section=overview&page=rate" website. Vouchers Scheduled to Pay Immediately The following vouchers are automatically scheduled to pay immediately regardless of Net Due Date (i.e., the Scheduled Due Date equals the date the voucher is created): Local fund vouchers State fund vouchers $5,000 or less Payments to S students, employees, and regents Payments to S departments, service centers, and auxiliaries Payments to utility and telephone companies (to avoid interruption of service) Payments to most state and federal agencies (e.g., Comptrollers Office, IRS, etc.) State vouchers over $5,000 are scheduled to pay (i.e., the Scheduled Due Date equals) 30 days after the later of the Invoice Receipt Date and the Goods Receipt Date. These vouchers may be paid earlier by changing the Scheduled Due Date after the voucher is first saved. Reasons for changing the Scheduled Due Date to an earlier date include: Avoid vendor hardship attach request from vendor for early payment. Due Immediately on invoice is not an adequate reason for paying early. Refund or other payment that is not for goods or services document type of payment on voucher. Refusing Interest Payments On vouchers to vendors outside the University, the Net Due Date is calculated as 30 days after the later of the Invoice Receipt Date and the Goods Receipt Date. Payments made after the Net Due Date are considered late and may pay interest to the vendor. Vouchers automatically exempt from paying late interest: Payments to S departments, service centers, and auxiliaries Payments with local fund vouchers where the calculated interest is $5.00 or less For vouchers not exempt from paying late interest, voucher creators may change the Late Payment Charge on the voucher from C (compute late charges) to N (not applicable) and select a two-digit Payment Reason Code for not paying interest under various circumstances. In such cases, the required documents must be uploaded to the corresponding vouchers. Below are the reasons and necessary documents for refusing interest. Reason CodeRequired DocumentN-NI - No invoice received; causes no interestEmail and supplemental informationN-FC: federal contract prevented timely payment; causes no interestCopy of contract with language highlighted and explanationN-MI: Mailing instructions were not followed; causes no interestEmailN-DP: Disputed Payment correctly, causes no interestEmail and  HYPERLINK "/policies/mapps/04-procurement/040110/" Nocie of Incorrect/Incomplete Invoice Received or Notice of Non-Compliant Delivery of Goods/Services N-GE: Comptroller exemption; causes no interestEmail, for legal services, accrual starts on day 46N-AI: Automation Issue; causes no interestSelected by AP only, if system issue prevented payment. AP adds comments.N-ER: Employee and applicable reimbursements, causes no interestThis code is for system use only. You cannot use this code.N-SA: State Agency PaymentN/AN-AP: Advance PaymentN/AN-RD: Returned Direct DepositThis code is for system use only. You cannot use this code.N-WH: Vendor was on warrant holdN/A All vouchers eligible for late interest charges, should be submitted to Accounts Payable for approval no later than 10 days before the Net Due Date. See  HYPERLINK "/policies/mapps/04-procurement/040110/" MAPP 04.01.10, Prompt Payment and Payment Scheduling, for more information about payment scheduling and late interest. Late Payment Interest Charged to Fund 5 Cost Centers Late payment interest for fund 5 cost centers will be recorded with liability account 2xxxx. The department is required to run the 1074 report, identify the charges, and move them to the appropriate cost center(s) on a monthly basis. The department is also responsible for making sure that the balance is cleared at each fiscal year end. Vendors Refusing Late Payment Interest You will still need to process the payment with late payment interest. Then, you can ask the vendor to deduct the amount from the next invoice, issue a credit memo for the amount, or issue a refund. 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