How do I correct a rejected invoice?

Review the rejection reason, correct the chartstring or missing attachments, and resubmit with a clear note. If unclear, contact Accounts Payable for guidance.

Who can approve transactions?

Approving officials are designated budget holders per campus delegation policy. If an approver is absent, use the documented escalation or alternate approver process.

Can I use an electronic signature?

Yes. Electronic signatures are generally valid under ESIGN and UETA when intent, consent, attribution, and record retention requirements are met.

What attachments are required?

Vendor invoices, purchase orders, contracts, and receipts should be attached. Sponsored funds may require additional sponsor-specific documentation.

What happens to duplicate submissions?

Duplicates are flagged during matching and may be held pending review; provide justification or cancellation instructions to AP to resolve.

How long until payment is issued?

Payment timing follows AP SLA and vendor terms; once complete packet is received, processing commonly takes up to 7 business days for voucher creation.

Electronic Signature
Templates
Finance
Western Kentucky University Department Request and Invoice

Western Kentucky University Department Request and Invoice

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What the Western Kentucky University Department Request and Invoice Is

The Western Kentucky University Department Request and Invoice is an internal financial form used by university departments to request purchases, record chargebacks, or submit invoices for billing to central finance. It combines request details, budget/account coding, vendor or payee information, and required approvals into a single record to ensure consistent routing, accounting, and payment. The form supports departmental controls, tracks authorization history, and forms the basis for accounts payable entry or internal recharges when submitted with required attachments and approvals.

Why this department request and invoice matters for campus operations

Using a standardized Department Request and Invoice ensures consistent approval flows, accurate GL coding, faster processing by Accounts Payable, and an auditable record for internal controls and external review.

Primary users and stakeholders for the departmental request and invoice

Clear role separation and timely approvals reduce processing delays and improve fiscal compliance across university units.

Department administrators preparing purchase requests or internal chargebacks with required documentation and budget codes.
Approving officials (chairs, directors, budget managers) who confirm funding availability and authorize charges.
Accounts Payable staff who validate, code, and process payments or ledger adjustments.

Typical signers and document owners

Department Administrator

Responsible for completing the form, attaching invoices or receipts, entering the correct account and project codes, and initiating the approval workflow. Typically ensures supporting documents meet procurement and campus policy before submission.

Approving Official

Authorized budget holder (chair, director, or dean) who reviews charges, confirms availability of funds, and signs to authorize payment. Their signature or e-signature establishes departmental acceptance and responsibility for the expense.

Core elements every professional Department Request and Invoice includes

A well-completed form clearly identifies the requester, payee, purpose, fiscal coding, approvals, and supporting documentation so Accounts Payable can process payment or internal recharges without rework.

Header Details

Department name, contact person, department phone/email, and building/location to identify origin and point of contact for questions.

Invoice / Request Number

Unique identifier for tracking; used in GL entries, reconciliation, and to prevent duplicate payments.

Payee / Vendor Information

Vendor name, remit address, W-9 status or vendor ID, and vendor contact to ensure accurate payment setup.

Accounting Codes

Chartstring, fund, org, account, program/project codes, and object codes required for correct ledger posting and budget checks.

Amount and Description

Clear line-item descriptions, quantities, unit prices, tax handling, and total amount for accounting and audit clarity.

Approvals and Dates

Signature lines or e-signatures for preparer and approver, effective date, and any purchasing routing history for auditability.

Step-by-step: submitting a Department Request and Invoice

Follow this sequence to prepare and send a complete form that complies with university purchasing and payment policies.

01

Prepare Documentation: Attach invoice, purchase order, receipts, or contract details as required.
02

Complete Form: Enter requester, vendor, chartstring, description, and amount fields accurately.
03

Obtain Approvals: Collect required signatures or route for electronic approval per delegation matrix.
04

Submit to AP: Send completed packet to Accounts Payable with supporting attachments for processing.

How the request routes from department to payment

The document typically flows through preparer, approver, finance validation, and Accounts Payable for final payment or internal recharge posting.

Submission: Department submits form with attachments to electronic intake or AP mailbox.
Approval: Budget holder signs or e-signs to authorize the charge.
Validation: Finance validates chartstring, fund availability, and compliance with policy.
Payment or Recharge: AP issues vendor payment or posts internal charge to receiving department.

Configuring online workflows for faster processing

Common workflow settings help automate routing, validation, and approvals when the form is used in an electronic system.

Field	Configuration
Approval Routing	Conditional routing by amount or chartstring to designated approvers.
eSignature Field	Enable signer email verification or MFA for approver authentication.
GL Validation	Automatic chartstring validation against live budget balances.
Attachments Required	Make invoice or receipt upload mandatory for submission.

Technical requirements for eSubmission and integrations

Use integrations and standard formats to ensure receipts, invoices, and approvals flow directly into finance systems without manual transcription.

File formats: PDF, DOCX, or XLSX accepted for attachments.
Integrations: Connectors to Banner, NetSuite, Google Workspace, Microsoft 365, and Box reduce manual entry.
Authentication: Support for SSO, MFA, and vendor identity checks for secure approvals.

Key timing rules and payment expectations

Understand submission windows, internal SLAs, and vendor payment terms to avoid late charges and reconciliation delays.

Monthly submission cutoff:

Submit by the 5th of the month for processing in that month.

Accounts Payable SLA:

AP targets 7 business days from complete submission to payment voucher creation.

Vendor payment terms:

Standard terms are Net 30 unless the contract specifies otherwise.

Late fee assessment:

Late interest or penalties apply after contract terms expire or vendor policy triggers.

Year-end deadlines:

Submit by departmental year-end cutoff for inclusion in the fiscal year close.

Milestones from request to ledger posting

These sequential stages outline what happens after you submit the department request and invoice.

01

Receipt and Triage

Intake team confirms attachments and completeness for routing.

02

Manager Approval

Approver verifies budget availability and authorizes charge.

03

Finance Validation

Chartstring and compliance checks are performed before voucher creation.

04

Payment Posting

Accounts Payable posts voucher and issues payment or internal recharge.

Common preparation mistakes that delay processing

Missing or incomplete chartstring information causes rejection and routing back to the department for correction.
Absent supporting documents (invoice, PO, receipts) force manual follow-up and slow payment to vendors.
Incorrect vendor name or remit address triggers payment setup issues and may create duplicate vendor records.
Unsigned or improperly authorized approvals mean the form cannot be processed under delegation policies.

Risks and potential consequences of incorrect requests or invoices

Payment delays: Vendors may suspend services or assess late fees

Duplicate payments: Overpayments require recovery work and create audit exceptions

Incorrect tax reporting: Missing W-9 data can trigger backup withholding (24%) and reporting issues

Audit findings: Noncompliance with procurement rules can lead to internal audit exceptions

Budget overruns: Misallocated charges distort departmental spending and budget controls

Contract breaches: Untimely approvals or payments may breach vendor contracts

How the Department Request and Invoice differs from similar forms

Compare common campus documents to determine which form fits your transaction and required approvals.

Document Type	Internal Invoice	Purchase Order	Expense Reimbursement
Primary Use	chargeback or vendor payment	commit funds	employee expense
Internal Approvals	departmental signoff required	procurement required	supervisor approval
Accounting Impact	direct ledger charge	encumbrance then charge	reimbursement entry
Attachments Required	invoice or contract	quote/po	receipts

eSignature vendor pricing and capability snapshot for campus document signing

If you add e-signature to the Department Request and Invoice workflow, consider these vendor pricing and capability differences before selecting a campus solution.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Use-case examples: how departments employ the request and invoice

Real-world examples show typical scenarios and expected outcomes when the form is completed correctly.

Campus Conference Expense

A department submits an invoice for conference catering and AV services

The approver confirms budget availability and signs
Accounts Payable issues payment within the AP SLA when receipts and contract are attached, avoiding sponsor disallowance.

Internal Recharge for Lab Supplies

One department charges lab consumables to a research project

Preparer includes project code and PI approval
Finance posts the internal recharge to the grant without delay when chartstring and receipts are complete.

Practical tips to accelerate approval and payment

Adopt these practices to reduce rework, improve audit readiness, and shorten payment cycles.

Verify chartstring and fund availability before submission

Confirm account, fund, and project codes with your financial system to avoid rejections; this prevents delays and incorrect ledger postings.

Attach complete supporting documentation every time

Include invoices, POs, contracts, or receipts so AP can validate charges without follow-up; missing attachments are a leading cause of processing delays.

Use consistent vendor naming and vendor IDs

Prevent duplicate vendor records and payment errors by using the campus vendor ID and exact remit address on every submission.

Route electronically with role-based approvals

Set up conditional routing for approvers to reduce manual handoffs and ensure proper delegation and signatory authority.

Frequently asked questions about departmental requests and invoices

Answers to the most common questions provide quick resolution for routine issues when preparing or submitting the form.

Need help? Contact support

How do I correct a rejected invoice?
Review the rejection reason, correct the chartstring or missing attachments, and resubmit with a clear note. If unclear, contact Accounts Payable for guidance.
Who can approve transactions?
Approving officials are designated budget holders per campus delegation policy. If an approver is absent, use the documented escalation or alternate approver process.
Can I use an electronic signature?
Yes. Electronic signatures are generally valid under ESIGN and UETA when intent, consent, attribution, and record retention requirements are met.
What attachments are required?
Vendor invoices, purchase orders, contracts, and receipts should be attached. Sponsored funds may require additional sponsor-specific documentation.
What happens to duplicate submissions?
Duplicates are flagged during matching and may be held pending review; provide justification or cancellation instructions to AP to resolve.
How long until payment is issued?
Payment timing follows AP SLA and vendor terms; once complete packet is received, processing commonly takes up to 7 business days for voucher creation.

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