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TEES Impact

AggieBuy Invoicing Guidelines

The Texas A&M Engineering Experiment Station (TEES) utilizes a system called AggieBuy for purchasing and invoice processing. Creators of invoices within AggieBuy need to understand the fundamentals of an invoice along with some invoice guidelines related to TEES and AggieBuy. Detailed instructions for completing a non-PO Based Invoice can be found on the TEES AggieBuy website.

An invoice is a demand for payment presented by the vendor in exchange for a good or service. An invoice provides the name and remit to address of the vendor, a description of the goods or service provided, the amount owed, and usually an invoice number and invoice date, along with a variety of other information. Do not enter statements, quotes, banquet checks, or other non-invoices into AggieBuy – contact the vendor for an original invoice. Also, make sure that the invoice has not already been paid (i.e., the invoice shows an outstanding balance).

Employee / student reimbursements (remember travel related documents are entered in Concur) will not usually have invoices, but most other vendors will send an invoice to request payment. Employee reimbursements are NOT a Best Practice. For small dollar purchases, the payment card is the efficient payment method for processing delegated purchases (under $10,000).

Understand what types of expenses can be paid on TEES funds and what accounts you can use for various expense categories by reviewing the Expenditure Grid. For example, by reviewing this, you will see that alcohol can only be paid for on specific account ranges. This is an important document with which to be familiar.

Invoices for purchases not initiated through AggieBuy as requisitions are mailed directly to the department and must be entered into AggieBuy as non-PO based invoices. Remember, purchase orders need to have the invoice entered by TEES Accounts Payable (A/P) on CC28 funds. If the vendor sends the invoice to the department, attach the invoice electronically to the PO in AggieBuy. Go to the comments tab to attach and add “TEES Invoices” as an email recipient.

Section A: Basic Non-PO Invoice Guidelines

  • Invoices should be “date stamped” upon arrival at the department. This provides proof of the invoice received date you will enter into AggieBuy. 
  • Invoice must be itemized and original.
  • Non-PO Goods Received Date = date goods were received by the department. If a service, enter the end date or last day of the service. This field must be completed.
  • Select accurate vendor (TAMU and TAMUS are not the same).
  • Select correct remit to address to match invoice.
  • Contact vendorhelp@tamu.edu for assistance with adding vendors. Instructions are available on the A/P website, vendor setup tab.
  • If you need a different remit to address, then send a comment within AggieBuy to Vendor Help. Make sure your invoice is already attached as an internal attachment. (Remember, you will do this before submitting into routing.)
  • AggieBuy schedules ALL payments based on vendor invoice date and payment terms. Default term is 30 days for most vendors and net 5 on employees/students.
  • Enter the invoice number exactly as it appears on the invoice. See detailed Invoice Numbering Schematic for more information.
  • Employee/student reimbursements have specific invoice numbering rules – see Invoice Numbering Schematic referenced above.
  • A Non-PO Item must be created for each category of expense (supplies vs equipment vs services, etc.) on the invoice.
  • If your category of purchase is on the frequently used commodity code list, then include the code for that NonPO item.
  • Independent contractors (IC) often provide an invoice but if they do not, you can have them sign in section E (vendor certification) of the IC form.
  • Remember to include a business meal / food form to document food purchases.
  • If you have marked special payment handling as a wire transfer, make sure you have attached the wire transfer form. The TEES banking area requires the form to process the wire.
  • If the vendor invoice is in a foreign currency, make sure you use OANDA.com to convert to the US dollar amount, as you must enter US currency in AggieBuy. Add the conversion backup as an internal attachment.
  • Invoices must be scanned as PDFs and electronically attached as “Internal Attachments” to each Non-PO invoice. Make sure the scanned invoice is legible and oriented in the correct direction to be readable.
  • Invoices must be paid within 30 days of the latest of the invoice received date (IRD) or goods received date (GRD) to avoid prompt pay interest. Many people have to approve the invoice payment after the creator submits it so allow plenty of time. It is recommended that the invoice (as an AggieBuy document) starts routing within 10-15 calendar days of receipt, i.e., IRD.
  • An invoice can be either returned to the department or it can be rejected. A returned invoice can be edited and re-submitted by the department. A rejected invoice is a canceled document. If you contact A/P for one of these actions, please be sure you understand which action you want taken by A/P.
  • If an invoice is rejected and you still need it paid, when you create a new non PO invoice, make sure you do not use the exact same invoice number. Put an A at the end of the vendor’s invoice number when you enter as the Supplier Invoice Number in AggieBuy to avoid a duplication error. You will also need to add a note explaining why it is not an actual duplicate (i.e., explain why you added the A to the invoice #).
  • An encumbrance is created on each non PO invoice submitted.
  • If using TEES funds to reimburse TAMU for an expense already paid (voucher, p-card charge) by TAMU:
    • If reimbursing an invoice, in the Comments section of AggieBuy, input the TAMU FAMIS Account number you are reimbursing along with the TAMU voucher number (i.e., 241892, V#XXXXXXX). Add receipts and all backup for charges related to this invoice as Internal Attachments.
    • If reimbursing a TAMU Citibank card, in the Comments section of AggieBuy, input the TAMU FAMIS Account number, card type (Pcard or Travel Card), and FAMIS reference number (i.e., 241892, Travel Card, ref#YXXXXXX). Add receipts and all backup for charges related to this invoice as Internal Attachments.
  • When paying TAMU (not a reimbursement like above), you generally should have an I-payment generated Qdoc. Contact TAMU Sales and Receivables for questions about I-payments.
  • Make sure your invoice does not include “free” items (gifts from the vendor). TEES Risk and Compliance recommends that these be returned to the vendor.

Section B: Fee or Stipend Payments to Non-Employees

When TEES (CC28) funds are used to process a payment directly to an individual not employed by any member of the Texas A&M University System, there are two completely distinct methods depending on the type of payment.

  1. Fees (or non-receipted expenses) for independent contracted services rendered by non-employees
    If a non-TAMUS employee is to be paid a fee for a service (or reimbursed for any non-receipted expenses such as lodging or meals) that does not require a Purchase Order, then the “Request to Pay Independent Contractor Fee” form must be completed and attached to the non-PO invoice. The paper form and instructions are located on the Fiscal Office Forms web page. This includes payments to research collaborators named in a sponsored agreement, guest speakers, contracted services such as copy editors, web designers, entertainers, etc. The completed and signed (certified) form must be attached to non PO invoice in order for the individual to be processed as an independent contractor (i.e., paid through A/P). Don’t forget to attach the vendor’s invoice as well. The independent contractor only needs to sign the form if the vendor is not providing an invoice for their service.
  2. Stipend Payments (those not in return for services rendered)
    If a non-TAMUS employee / non-TAMUS student is receiving a stipend payment (i.e., payment not supported by receipts, such as participant support stipend or visiting scholar stipend) made through TEES A/P, then the Stipend Payment Form must be completed and attached to the AggieBuy document. Don’t forget to add your commodity code for this expense category!