University of Missouri - Accounting Services

325 Jesse Hall    Phone: 573-882-3051    Fax: 573-884-5572   Home

The key to the University's accounts payable payment system is ensuring that the recipient can easily tell what the payment is for. The preferred approach is to include identifying information, such as an invoice number, in the Invoice Number/Description field on the voucher. This information appears on the remittance advice that accompanies the check.

NOTE: When the vendor accepts payment by credit card, you must use the UniCard Purchasing Card.

Enclosures are sent with the check when additional information is required to identify the charges. Transactions that require an enclosure are:

• Advance payment of conference fees
• Registrations
• Hotel deposits
• Subscription requests and renewals
• Utilities
• Publication orders

Transactions requiring an enclosure take more time to process, are more costly to mail and delay getting the check in the mail by 2 – 3 days. Therefore, enclosures are sent only when absolutely necessary. This is the process for handling enclosures:

• Complete the voucher as usual. Make a note about an enclosure needed to accompany the check in the "Comments" panel on the voucher.
• Make a copy of the enclosure.
• Attach the enclosure copy to the voucher with a staple.
• Put the enclosure original in a blank #10 white envelope (return address is OK). Do not seal or write on the envelope. Staple the enclosure envelope to the voucher.
• If the enclosure is too bulky to fit in a #10 envelope, request a hold check in the "Comments" panel because the enclosure cannot be sent by the enclosure process.

• Process the voucher.
• Add/edit Invoice Number/Description information, as needed.
• Verify that enclosures are needed and, if so, add enclosure flag to voucher.
• If enclosure copy is not included, the voucher will be returned to the department to make a copy.
• Forward enclosures to UM Accounting (they match the enclosures with checks and mail)