Request to Pay Late Invoice

Process for Late Invoice Payment by PCard Holders

Cardholders are required to submit permission to pay for a late invoice to the DOA before payment.

1. Initiation by PCard Holder: PCard holder identifies a late invoice that needs to be paid. Obtain the invoice with a visible date of receipt. This can be stamped on the invoice.
2. Supervisor Approval: The PCard holder will email their supervisor asking for approval to pay for the late invoice, indicating the reason for the delaying of payment.
3. Submission to Program Administrator: After receiving supervisor approval, forward the email and attached invoice to the program administrator.
4. Program Administrator Review: The program administrator will review the email and invoice to ensure completeness and adherence to the organization's policies.
5. Submission to Department of Administration (DOA): Upon approval from the program administrator, they submit the request to the Department of Administration (DOA) for approval to pay the late invoice.
6. Communication of Decision: The program administrator communicates the DOA’s decision to the PCard holder.
7. Payment Processing: Once approval is received, the PCard holder proceeds to pay the late invoice using their PCard, following the organization's standard payment procedures.
8. Documentation and Record-Keeping: All communication, approvals, and payment records are documented and required to be submitted with the PCard holder’s monthly reconciliation. 

This process ensures that late invoices are handled in a systematic and compliant manner, with appropriate approvals obtained before payment is made using the PCard.