AP Frequently Asked Questions

The Employee Reimbursement Request is accessed from the Home page under the “Forms” tab in Marketplace.   Use this link, Employee Reimbursement Instructions, for a guide to submitting a request.

The Direct Vendor Pay Request is accessed from the Home page under the “Forms” tab in Marketplace.  Use this link, Direct Vendor Pay Request Instructions, for a guide to submitting a request. 

You can view the invoices in Marketplace.   In the Summary section, an image of the invoice is available in a .pdf document.  Click on the .pdf and the invoice image will be opened.  

You can view the invoices in Marketplace. In the Summary section, an image of the invoice is available in a .pdf document. Click on the .pdf and the invoice image will be opened. If the invoice matches the purchase order, that is confirmation of invoice accuracy. If the invoice and purchase order do not match, the account manager will receive a Marketplace workflow task to validate and approve the invoice. If at any point a department has concerns regarding an invoice, please contact payables@txstate.edu or 512-245-2777. 

The effective go-live date for digital capture was February 24, 2025.  However, the rollout is gradual as we continue to work with the vendors identified to streamline the process for each vendor.

Yes, when viewing a completed invoice, if payment has been cut, the information will be displayed under the “Payment Information” in Marketplace. 

Yes, invoice status can be viewed in Marketplace.  The following are examples of statuses that you may see when viewing invoices. 

Yes, the workflow steps can be viewed in Marketplace.  The following are examples of workflow steps that you may see in Marketplace when viewing invoices. 

Yes, use this icon to configure your view/layout. 

See the link, Create Layouts and Filters, for more details. 

Yes. By using the filter options, invoices can be found based on account assignment field. Example is filtering by cost center that start with 14. See the link, Create Layouts and Filters, for more details. 

Commonly Used Expense GLs (Excluding Travel, Utilities, Construction, and Assets)

Complete an Interdepartmental Transfer (e-IDT) to correct the original document.

• An original itemized receipt is required for reimbursement.

• A credit card receipt with only the total amount is not sufficient documentation.

• If the company is being paid directly, the invoice must include the remittance address.

If the expense is a contracted service, please use the Contracted Services Payment Voucher (Form FS-03) located on the AP Forms page.  Contact Procurement and Strategic Sourcing for questions about contracted services.

When goods connected to a Purchase Order are delivered to the department directly from the vendor, the department must complete a Goods Receipt in order for the invoice to be paid. For SAP Z_MIGO instructions, visit the Materials Management & Logistics Forms & Resources page.

An invoice and a goods receipt or signature approval are required for payment to be made against a PO.  Payment is processed once all three matching pieces are received by Accounts Payable.

How to Search for Vendor Payment Information

When a valuated goods receipt is processed on a purchase order, the expense shown on the purchase order hits your budget.  This means that your account could be charged before the invoice is paid.  When payment is made, the expense is adjusted to reflect the actual dollar amount paid.

*  Complete the Texas State Vendor Maintenance Request/Substitute W-9 (FS-01) located on the Purchasing office's Vendor Self-service page.

*  Vendor must complete the form and email to vendorrequest@txstate.edu. Contact Procurement at (512) 245-2521 with any questions.

*  Once the vendor has been issued a vendor number, create your Purchase Order.

*  Order your merchandise.

*  Invoices should be emailed to payables@txstate.edu or mailed directly to Accounts Payable, PO Box 747, San Marcos, TX, 78667.

*  Submit Goods Receipt or signature approval.

*  Payment can be processed.

One-time Vendors: Use vendor #700001 for payments to non-employees for refunds or reimbursements (including travel). These payments are issued by check unless for a foreign entity whose bank does not accept a U.S. bank check, which you will need to confirm with the foreign entity. In those cases, payment will be issued by wire transfer and you will need to complete an AP-3 Wire Transfer Request with all the required data. Note: All payments for services or products require a unique vendor number in SAP. For assistance regarding vendor maintenance, contact vendorrequests@txstate.edu.

Coffee and bottled water are permitted. Food items are only reimbursable according to the Business Meals Policy.

Based on tax regulations and UPPS, the gift must be under $400 to remain non-taxable.  E&G funds is limited to $100.  Other university or personal funds can be used.

No.  A Purchase Order must be created for any asset.  For specific questions about assets, please contact Cruz Jaimes in Materials Management.

The contractor's signature can either be emailed or faxed, but the Account Manager signature must be original.  Required approvals are the Dean/Director, OSP (Grants), VP (if required), and Tax Specialist.

For PO's that do not require goods receipts, the approval confirms that the service/repair/installation was completed satisfactorily by the vendor. Approvals by departmental staff rather than requiring Account Manager approval on the invoice is allowed. This is consistent with the process for goods receipts as the Account Manager has already approved payment upon creation of the PO.