Payment Authorization Stamp

Scheduled Pay Date
Supply the date the check should be issued (Monday dates only). Even if a holiday falls on that Monday, please do not use Tuesday’s date. They are all processed on Monday dates at UNH.

Vendor Name
Provide the vendor name when the name on the invoice is different than the vendor name within Banner.  If the Banner name is incorrect, contact Purchasing to make the vendor file correction before the payment voucher is updated and approved.

Vendor Code
Supply the code for your vendor, making sure the remit code matches your supporting documentation.

Entered (date)
Enter the date & signature of the person entering and approving the document.

Approval (date)
Leave this blank for the A/P signature of approval for check to be issued.

DP #
Enter the Banner document number assigned by your department ( ex: I4P —).

General Notes
The stamp should be affixed to the invoice. The stamp is approved for use on any invoice that is greater than 8″ X 6″. Smaller invoices must be taped to an 8 X 11 sheet of paper. Overlap the stamp equally on both the invoice and the paper. This will ensure that no tampering occurs with the original document that was processed.

Also, if you have multiple invoices to the same vendor (ex, Sodexho, Barnes & Noble), the stamp must be affixed, completed and signed on all attached forms. When the invoices are filed in Accounts Payable they are considered separate and unique. All pertinent information must be on each form for future reference if needed (USNH requirement). A separate Banner document must be entered for each individual invoice.

The NCR travel expense voucher was created prior to the release of this stamp. You do not have to use the stamp on these forms.

The invoice/registration forms, with stamp affixed, and all required substantiation documents should be forwarded to the Accounts Payable office for final review and approval.

If the vendor accepts credit card payments, please use your purchasing card. We will return your document for removal from the system.

 

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