Duties and Responsibilities
Invoices for purchase orders are received from vendors by the Procurement & Contracts department, audited and after all discrepancies are resolved, then entered into the Invoice Tracking System. The Accounts Payable Specialist forwards copies of all invoices to the department making the purchase. The requisitioning department is to immediately inspect the shipment upon receipt and notify Procurement & Contracts of damages, shortages, overages, etc.... Upon receipt of the invoice copy, the department is to complete the payment process and transmit promptly to the Procurement & Contracts department. If an original invoice is sent by a vendor to a department, it should be forwarded to the Procurement & Contracts office, with the purchase order number referenced, the date it is received.
Section 31-7-305, Laws of the State of Mississippi, requires that suppliers be paid within forty-five (45) days of receipt of goods in good condition or receipt of invoice, whichever is later. Disputed invoices may have a longer period if the reasons are documented, but amounts not in dispute must be paid on time. An interest penalty of one and one-half percent (1 ½%) per month is required to be added on all invoices which are not paid within the forty-five (45) day period. Any penalty for late payments will be charged to the department responsible for delay.
If there is a need to contact a vendor pertaining to an order, for example, an unusually long delay before delivery, please notify the Accounts Payable Specialist. All letters or calls to vendors regarding purchase orders and deliveries are to be made by the Procurement & Contracts Department. In addition, all changes and substitutions must be approved by the Procurement & Contracts Department and then communicated to the vendor, either in writing or verbally.
The Invoice Control Area processes the paperwork for the purchase of license plates for all academic and administrative departmental vehicles.
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Frequently Asked Questions
Q: How do I get an item returned to a vendor?
A: Contact the Accounts Payable Specialist responsible for that vendor and they will obtain return information and/or instructions from the vendor.
Q: Why do I not receive a copy of the invoice on confirmations?
A: The requisitioning department has previously either been sent a copy for the purchase order number or they had the original to process the confirming order from.
Q: When do I process payment for confirmations and prepays?
A: When you receive your e-copy of the purchase order and the invoice has been entered into Banner (usually a couple of days after you receive the P.O.).
Q: How do I check delivery or status of an order?
A: Contact the appropriate Accounts Payable Specialist via phone or e-mail and they will get an estimated delivery date.
Q: How do I cancel an order?
A: Contact the Accounts Payable Specialist via e-mail and they will cancel the order.
Q: When may I contact a vendor concerning my order?
A: Only when authorized by the Office of Procurement & Contracts.
Q: How do I obtain a car tag or replace a lost or stolen one?
A: Contact the Payment Services Manager in the Office of Procurement & Contracts.
Q: How do I change an account number on a purchase order?
A: Email the Procurement & Contracts A/P Help Line. Please reference the purchase order number and vendor name in the subject line. In the body of the e-mail, please include both the old and new account numbers.
Q: What are the forms/letters that I receive concerning a purchase order?
A: These are "follow-ups" that the invoice control clerk sends to check on the status of the order and to see what needs to be done to complete the order. Complete as soon as possible and return to the Office of Procurement & Contracts.
Q: How do I get an open encumbrance, against a paid purchase order cleared from my budget?
A: E-mail the Senior Accounts Payable Specialist the information and a journal voucher will be issued to remove the open funds.
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Billing information is shown on each purchase order, and all invoices are processed by Procurement & Contracts. Because the University attempts to ensure prompt processing of vendor invoices, we require an original invoice which must reference the purchase order number.
Invoices should be mailed to:
Procurement & Contracts
P.O. Box 5307
Mississippi State, MS 39762
Invoices may also be e-mailed to the following address: VendorInvoices@Procurement.msstate.edu
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