Invoice Payment Procedure

The mailing address on customer department invoices and billing statements should be listed as Administrative Support Center, 2323 Anderson Ave, Suite 400, Manhattan, KS 66502. The billing email should be listed as ascap@ksu.edu . ASC staff will match billing statements received to orders placed by the department and to verified packing slips, where applicable. Some invoices may need to be remitted to the department for appropriate verification and approval. Invoices may be submitted using the following methods.

1) Submit Invoice using the Expense Intake Form

• Direct Vendor Payments - For invoices being paid directly to vendor or non-travel personal reimbursements from University funds.
• Foundation Payments - For invoices or reimbursements being paid from a Foundation account.
• BPC /Travel Reimbursement - For invoices and receipts of expenditures paid using a University Business Procurement Card, paid by traveler with personal funds, or for requesting an ASC Accounting Coordinator pay by University Business Procurement Card.
• Paying KSU Department/State Agency - For invoices or transfers of monies to another KSU Department or State of Kansas agency.

You may check the activity status of your expense submittal here.

2) Vendor email invoice to ascap@ksu.edu

• If this method is used, please verify with vendor the invoice includes the purchasing department information.

3) Department email invoice to ascap@ksu.edu

• It is preferred departments utilize option 1, Expense Intake Form, whenever possible, to ensure expeditious processing of payment. When the form is not used, invoices should be sent to the central ASC email ascap@ksu.edu to ensure proper handling of payment. Departments should avoid sending invoices or receipts directly to an ASC Accounting Coordinator, but may copy the ASC Accounting Coordinator on the email.

4) Travel Reimbursements should follow the guidelines identified on the ASC Travel Page

Signature authority is identified through the University's contracting and payment authorization policies. Department heads may designate an ASC person(s) to sign on their behalf, as mutually agreed upon by the department head and the Assistant Vice President for the ASC. The ASC is responsible for ensuring appropriate prior approval by department head.

The ASC is committed to processing payments within five business days of invoice receipt. If approval process requires rerouting to department for review and approval, the timeline will change depending on the length of this review and approval process. Direct Vendor Payments, Foundation, Business Procurement Card Monthly Vouchers, Travel Reimbursements, and payments to KSU Departments/State Agencies will be approved via Docusign.

The ASC will enter invoice numbers in the MIP invoice field, either actual invoice number or structured invoice number assigned by vendor, to assist with duplicate invoice control.