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Before any payment or reimbursement can be processed Procurement Services must first enter the recipient as a vendor in SAP. 

Accounts Payable must comply with standard business practices and ensure that an efficient system is in place to manage the payment of external supplier invoices for materials, equipment and services purchased on behalf of Northern Kentucky University. Invoicing will be done after a purchase order has been created by Procurement Services.  Purchase Requisitons

Procedure: Invoice documents submitted to Accounts Payable for payment of outstanding Purchase Orders should be original and prepared by the contractor/supplier. Where an invoice is handwritten or typewritten (as from an individual) it must contain who performed the services, what services were performed, when the services were provided and where the services were provided.

Note: Suppliers/Contractors can submit an invoice directly to Accounts Payable at

The purpose of this procedure is to ensure that payments to external entities are accurate, appropriately supported and recorded in the relevant fiscal year.

Verification Responsibility:
Departments are responsible for verifying the correctness of the invoice and confirmation that the goods and/or services have been received.

International Wire Transfer Payments: 
To process a Wire Transfer Payment a requisition to Procurement Services should be submitted.  When this is completed and an original invoice document along with a Wire Transfer Form should be forwarded to Accounts Payable.

Wire transfer form:

Year End Processing:
The University's fiscal year end is June 30. All business transacted up to and including June 30 must be included in the financial records for the respective fiscal year. All invoices will be processed in the fiscal year in which the goods and/or services were received.

Year End Closing Procedures: Fiscal Year-end Closing