- Vendors must be onboarded through PaymentWorks to be paid with a Purchase Order (PO).
- All invoices must have a valid UCI issued PO number that is not expired and has sufficient funding, or the invoice will not be paid.
- Accounts Payable cannot allocate different KFS account numbers on a payment request (PREQ) when processing invoices. This must be done by the department when the requisition is created.
- Sub-award Purchase Orders must have two PO lines.
- Line 1 - for $25,000, which is UCI's federal negotiated rate.
- Line 2 - for the remaining amount.
- Foreign invoices must include the vendors banking information on the invoice. The vendor must onboard through PaymentWorks and include their bank account.
- If there is an invoice with a pricing discrepancy, the department must work directly with the vendor to resolve the discrepancy. Accounts Payable cannot modify prices on an invoice. The vendor must send a revised invoice with updated pricing.
- To determine the amount of money that will need to be added to a PO, please work with the person who requested the order or service. Accounts Payable cannot provide that information.
If a PO does not have enough money available, AP cannot pay invoices
- All invoices over $100K will require and email confirmation from the department confirming product or services have been received or completed 100% or the invoice cannot be paid.
- Invoices that are $10K and above will route to the fiscal officer for review and approval prior to being paid.
When sending your invoice to accounts-payable@uci.edu please enter the vendor's remit name or (pay to name) in the subject line of the email to ensure faster processing. The AP staff process invoices by the vendor's alpha.- POs should NOT be closed until the final product/service is received and all invoices are paid, or invoices will not be processed for payment.
- When creating a purchase requisition, do not enter a quantity if "multiple invoices" will be paid against the line.
- Once a PO line has been fully paid and there are no quantities are available, Accounts Payable can no longer see that PO line.