FAQs

If you do not find the answer you need, e-mail us, or call 646-1189.

  1. How do I find what day the payment will be sent out?
    • On banner screen FOIDOCH enter the purchase order number then click next block.
    • Highlight the invoice number and go up to options, invoice information, then next block, then you can see the payment due date.
  2. How can I get a copy of a paid or processed invoice that was submitted to Accounts Payable?
    Fill out the finance documentation form which can be found at http://af.nmsu.edu/form/.
  3. I was wondering if you can check on the status of payment on a PO# because it is showing payment to be Sept. 9, 2014 however, it does not show a check was cut?
    Please check in the FOIDOCH screen and see if there is a letter in the Status box of the Invoice section.

    1. If an “R” and it’s the only invoice listed; then the dept. needs to receive on the PO before payment can occur.
    2. If an “R” and there are multiple invoices for that particular PO line, then Accounts Payable office will have to force payment. Please email her for this.
    3. If an “A”, then please look at the invoice and check the payment date by highlighting the I# and clicking Options—Invoice Information—and Press Next block. You will see in the middle of the screen (Payment Due).
      • If the date has already passed, please contact Accounts Payable.
      • If the date has the wrong year, please contact Accounts Payable.
      • If the date hasn’t happened yet, please wait for the payment to occur.
  4. Why has my Purchase Order (invoice) not been paid?
    • Accounts Payable department has not received the invoice.
    • Receiving has not been done or not completed. For this check banner FOIDOCH screen to see if the receiver code has a status of “C” for complete.
    • If receiver code has status of “c” contact Accounts Payable office.
  5. What address was a check mailed to?
    • On banner screen FOIDOCH enter the purchase order number then click next block.
    • Highlight the invoice number and go up to options, invoice information, then next block, then you can see the remit to address.
  6. How do I find what day the payment will be sent out?
    Picking up checks at the Accounts Payable office is generally not permitted as this is a violation of policy and internal controls established by the University. Policy requires that Accounts Payable mail all disbursements directly to the payee’s home or business address. On occasion, however, it may be necessary to deliver the check in person and/or include items which cannot be attached to the original payment request. Under limited circumstances, a check may be “Picked up” by the department initiating payment. Outside vendors are not allowed to pick up checks.
     
    There are two steps in picking up a check.

    • Permission must be granted by Accounts Payable, check release form must be filled out.
    • The invoice must be flagged in Banner for special handling.
  7. Where can I find the check release form?
    The check release form can be found at http://af.nmsu.edu/.
  8. How do I check to see if an invoice was received in Accounts Payable Office?
    • Accounts Payable staff has a 3-5 day turnaround time to process invoices.
    • If the vendor has submitted the invoice, and it was more than 5 days check in Banner FOIDOCH screen.
    • If the invoice is not showing then call Accounts Payable office to verify if invoice was received.
  9. Does Accounts Payable department accept invoices that are faxed or scanned?
    • If the vendor faxes the invoice to Accounts Payable office Fax # 575-646-1077, then Accounts Payable office can process the invoice for payment.
    • If an NMSU department faxes the invoice, Accounts Payable office will not be able to process the invoice.
    • Vendor sends an invoice that is sent thru email.
      • The invoice can be sent to accountspayable@nmsu.edu.
      • If the vendor sends the department the invoice they can forward the email coming from the vendor to our email address.
  10. What if the amount on the Purchase Order (PO) is different than the amount on the invoice?
    • If the variance is less than the PO no action is needed by the department, the invoice will automatically be processed by Accounts Payable.
    • If the variance is $50.00 or less payment will automatically be processed by Accounts Payable department.
    • If the variance is $50.01 to $500.00 department approval is required.
    • $500.01 and greater ordering department must process an electronic change order.