Invoice Submission and approval
At Lawrence University, we pay from original invoices only. Accounts Payable will not accept statements, sales orders, sales confirmations or packing slips without an invoice. Please contact Accounts Payable if you are unsure if your document is an invoice and for clarification on exceptions for lost invoices.
When the invoice is mailed directly to Accounts Payable, the Accounts Payable Specialist will send the invoice to the appropriate individual for approval. When the invoice is mailed directly to a Department, the responsible person should review and approve the original invoice and evidence of this should be displayed on the invoice document. This includes signing, dating and including the appropriate accounting code on the invoice. The invoice should be submitted to the Accounts Payable Specialist for payment either via hard copy or by email. The Approver can choose from one of the three following options:
• Interoffice Mail: Send the original invoice with the signature, date and coding through interoffice mail to Brokaw Hall to the attention of the Accounts Payable specialist, Brandie Jewett.
• Hand Sign, scan, email: Sign, date and code the invoice by hand, scan the invoice and email it to firstname.lastname@example.org for processing.
• Sign, date and code via PDF and email: Invoices can be scanned or printed as a PDF and the coding, date and signature of the approver can be added via Adobe Tools. The PDF can then be emailed to email@example.com for processing.
See instructions for how to use Tools in Adobe Acrobat Reader DC for this purpose.
Please note: Approvers may no longer send an email with the words “approved” in the body of the email as the only evidence of their review and approval of an invoice attachment. Their signature whether hand written or via Adobe PDF tools needs to be present to provide evidence of their review.
** Important: Please be aware of the payment due date and any discounts available to allow adequate time for the invoice to be processed by Accounts Payable timely.