This website uses cookies to ensure site visitors get the best experience on our website. By continuing to use this site, you accept our use of cookies and Privacy Statement. To find out more, please visit Southern University's Privacy Statement.

I agree
Accounts Payable
Accounts Payable

Frequently Asked Questions

FAQ's for Accounts Payable

FAQs For Accounts Payable



What is the status of invoice 123456?         

Send an email to accountspayable@suno.edu; please include the vendor name, invoice number, amount of payment, and purchase order number.

back to top

 

What are some common delays in processing an invoice?

Some common delays are as follows:

  1. The vendor has not been established in our accounting system
  2. Documentation missing such as approval, invoice or confirmation of receipt
  3. The vendor forwarded the invoice to the incorrect area/address
  4. The purchase order number is not identified on the invoice

back to top

If a vendor does not accept purchase orders, what can I do?

In the event your department requires goods and/or services from a vendor who does not accept purchase orders (i.e., Walmart, Lamarque Ford, etc.) after your PO has been issued, you will need to contact Accounts Payable at least seven days in advance of when the check is needed.  We will notify you once the check is available for pick up.  You will sign for the check and sign a Responsibility Form at the same time.  The Responsibility Form is making you (the employee) responsible for the check and responsible for submitting the original invoice back to the Comptroller’s Office within five business days.

back to top

If the vendor wants to send me an invoice, what do I do?

Please redirect the vendor to review and follow the invoice instructions on their purchase order, and provide their invoice to the Comptroller’s Office.

To ensure that payments are made timely, all invoices should be directed to the following address and not to the individual/department:

Southern University at New Orleans
Comptroller’s Office
6400 Press Drive
New Orleans, LA  70126

Vendors can also email their invoices to accountspayable@suno.edu. 

Invoices must be received from the vendor, not from employees or departments.

back to top

What do I do if I need to send copies with the check?

The original invoice will remain in Accounts Payable. Attach a copy of the document you would like to be mailed with the payment.

back to top

I have a purchase order dated May 1, but today is June 1, and I still have not received my goods and/or services.  What should I do?

You can follow up with the vendor to check on the status of your purchase order.  Our fiscal year ends on June 30th annually.  All orders should be fulfilled and invoiced before that date.  If the order has not been completed or will not be completed before June 30th, the PO will be canceled, and a new request will need to be submitted in the current fiscal year.

back to top

I made a purchase on behalf of the University for materials and supplies and was charged sales tax.  Is the sales tax reimbursable?

Taxes are not reimbursable.  Southern University at New Orleans is a tax-exempt agency.  In the event you need to make purchases on behalf of SUNO, please contact the Comptroller’s Office or Purchasing to obtain a copy of our tax-exempt certificate.  The certificate must be presented to the vendor upon checkout.

back to top

I turned in my expense reimbursement today, Tuesday, at approximately 2:00 pm.  How soon will the check be ready?

Once the Comptroller’s Office receives the approved request, if all of the required documentation is presented, and everything is in order, payment will be disbursed within 30 days.

back to top

Can the office pay for food for a staff celebration?

No.  This is considered personal.

back to top

Our department wants to provide food for an off-campus function.  What is the procedure?

These types of expenses are looked at very closely, and each invoice is reviewed carefully.  Please refer to the State of Louisiana PPM 49 – S1509.Special Meals.

back to top

Our department is hosting a meeting/conference off-campus.  What is the procedure?

These types of expenses are monitored very closely, and each invoice is reviewed carefully.  Please refer to the State of Louisiana PPM 49 – S1510. Agency Hosted Conferences.

back to top