Contract Payments

Instructions

Contract Payments – Two Key Points

When the contract is executed and an encumbrance is entered in PeopleSoft to earmark funding you should receive a contract/PO number from the UHCL contracts office. Please use these identifiers going forward when requesting payment(s) after you receive an invoice. In some cases, the accounts payable office receives the invoice directly, and reaches out to let you know they have it.

Making a payment on a contract is slightly different than making a payment for goods since the loading dock will not get a physical shipment and thus will not generate a “receiver” [goods receipt report]. Instead, the department managing the contract must generate that receiver as proof that contract performance is complete.

If the performance is not complete, or coming to an end, the receiver report should reflect “partial” or “final” so accounts payable is aware that an additional payment may be needed against the invoice, or that no future payments will be required going forward.

The receiver is a standard support document that is required for accounts payable to generate payment.

Initiating Payments on Contracts 

 

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Questions?

UHCLProcurement@Uhcl.Edu