The Pay Invoice process streamlines the validation, verification, and processing of both vouchers and purchase order invoices for payment.

Before submitting your request, refer to the SCE Departmental Invoice Checklist to ensure your invoice(s) have been properly approved and include the information needed to process your invoice(s) without delay.

What You Will Need

  1. Code invoice with applicable chartfield string (Dept, Fund/Source, Project #, etc.)
  2. Scanned, coded and approved invoices
  3. Total number of invoices to be attached
  4. Total number of pages in the attachment

Submitting your Request

  1. Create Service Request
  2. Attach all invoices
  3. Enter the total number of invoices and pages attached

Submitting your Request – Departmental Admin Only

(You are submitting invoices for multiple departments/business units)

  1. Create Service Request
  2. Select the department/business unit associated with the invoice
  3. Attach all invoices
  4. Enter the total number of invoices and pages attached

Adding Additional Documents or Information to an Existing Request

  1. Go to https://help.fa.unc.edu/
  2. Log in with your Onyen and password
  3. Click on My Submitted Requests
  4. Locate the request which you want to update
  5. Click on the Request Number to the left of the request
  6. Enter your update (Worklog and/or Upload Attachment) and click Finish
(Download a Printable Version)

Department Responsibility

  • Provide approval: “Okay to pay”
  • Provide confirmation of receipt
  • Confirm services received in accordance with PO contract
  • Identify chartfield string
  • Provide PO Number (for purchases that have a PO)
  •  Provide departmental sub-system reference, where required
  • Submit request to process invoices via Service Management System (SMS), attaching scanned invoice copy

SCE Responsibility

  • Confirm invoice receipt to customer
  • Validate purchase is appropriate for source of funds
  • Add/verify vendor in the system
  • Process invoice for payment
  • Re-work denials/ exceptions with department
  • Maintain copies of invoices/track status of payment
  • Close the service request

Central Office Responsibility

  • Maintain files/records
  • Pay the invoice/disburse the funds
  • Verify account code and appropriate use of funds

General Requirements

  1. Scanned, approved invoices
  2. Total number of invoices to be attached
  3. Total number of pages attached

Resources

Initial Service Level Expectations

The average time required to process vendor invoices for payment is based on the date when a properly approved invoice, with all required chartfield information is submitted for processing:

  • SCE will strive to ensure invoices are processed within an average of two business days of submitting the service request.
  • Service requests with missing or inaccurate information will result in a processing delay.

Initial Service Level Expectations: Capital Business Office

  • SCE Capital Business Office will strive to ensure invoices are processed per the weekly pay cycle for capital project invoices. All invoices submitted by Monday at noon will be submitted for payment by Wednesday at noon with expectation that the vendor will receive payment two Fridays following.
  • Service requests with missing or inaccurate information will result in a processing delay.

General Questions