Help for Accounts Payable: Common Questions and Answers
I have a fiscal year 2025 invoice that has not been paid. What should I do?
Fiscal Year 25 Invoices (with service from July 1, 2024 through June 30, 2025) can be paid in FY26. Please create a new PO request for the invoice (even if you have a FY26 PO for this supplier), and document in the Internal Memo why the invoice was not processed in the appropriate fiscal year. You will have to use the date of PO creation as the receipt date, and document the actual date of receipt in the Memo of the invoice.
How to do I submit a receipt in Workday?
- See this video for instructions.
- Utilize the job aid page 7.
Is Metro State tax exempt, and if so, are there any exceptions?
Metro State is tax exempt for most goods/services, however catering/prepared food, lodging, waste disposal services, certain utilities and motor vehicle purchases/rentals are not exempt. Our ST3 tax exemption form can be accessed at this link: Tax Exemption Certificates
What must a vendor include on their invoice?
Our minimum requirements for vendor invoices include the following:
- Vendor name
- Remittance address
- Bill To- must list Metro State University
- PO number
- Invoice date
- Description of goods/services
- Dates of service
Please note that while not required, an invoice number is highly preferred to assist with tracking and pulling payment history.
What do I do if a vendor sends me an invoice?
Please make sure the invoice meets minimum requirements and forward on to accounts.payable@metrostate.edu. All invoices must be sent directly to Accounts Payable for tracking and timely processing, even if the invoice was uploaded to the purchase order request.
My invoice contains an error; can I correct the error and submit to accounts payable?
No, please reach out to your vendor and request a revised invoice to correct. Exception- if the PO number is incorrect, you can include that in your email (but please contact your vendor to correct going forward if ongoing payments will be made).
How can I see the status of an invoice in Workday?
Watch this video for guidance. Navigate to the Purchase Order. Open the Invoice in question. View the payment status in the top center of the screen. The status will indicate "paid" or "unpaid". You can open the Settlement run in the right column to see the date payment was processed. This section does not tell you if payment was sent electronically or via check. See question below.
My vendor has contacted me regarding an invoice being due that shows paid in the system. Where can I get proof of payment for the invoice?
Please submit a ticket to request the Swift Payment Voucher/Proof of Payment. Include the PO and vendor invoice number in your request. The vouchers include the total payment amount, the amount paid for each invoice (which can include invoices from other colleges & state agencies), address, and the date the check cleared (if a check payment). If the vendor is unable to locate their check, please have them send an email to accounts.payable@metrostate.edu. For ACH payments, the Minnesota Management and Budget EFT helpline can assist at 651-201-8106.
My vendor wants to know if they will be paid via check or EFT Payment. How can I verify this?
Please submit a ticket to request the vendor payment method. We will need the PO and invoice number as payment method can vary by vendor remittance address/location code.
How do I document that goods have been received or services have been completed?
Log into Workday and submit receipt(s) for product or services received. For product purchases, it is okay to submit receipts as shipments come in. Please wait for notification to receipt for services. The invoice copy will be attached to the invoice entry in Workday. The department must review the invoice to confirm services listed on the invoice were completed as documented. Instructions on receipting can be found at this link. Accounts Payable cannot proceed with payment without the receipt submission in Workday.
When is advanced payment allowed for an invoice?
State Statute allows for prepayment of conference registrations, booth rentals, memberships, subscriptions, and software. A receipt must still be submitted for invoices eligible for prepayment. If the contract specifies payment upon completion of services, the payment terms of the contract will be followed.
What do I do if I have enclosures that need to be included with a payment?
Contact the vendor to see if the documents are required to be submitted with payment, or simply a recommendation. If recommendation, please process payment as normal, and send the enclosures to the vendor as they indicate. If it is required for enclosures to be mailed with the payment, please email Accounts.Payable@metrostate.edu. There are multiple options for processing the payment. The Accounts Payable team will work with you to determine the appropriate option.
How long does it takes accounts payable to pay an invoice once received?
State law and Minnesota Management and Budget policy require us to pay most invoices within 30 days of receipt of invoice or product, whichever is later. For contracted services, we must pay within terms of the associated contract. Accounts Payable strives to pay invoices as soon as possible once all requirements to pay are met.