Please pay close attention to the following details when purchasing and receiving goods and services:
- Invoices cannot be accepted from a supplier which do not define goods/services provided during the invoicing period. The invoice must comply with the contract requirements, list the goods and/or services, and provide enough detail for a pre and post-audit. For service invoices, the deliverables must be clearly listed on the invoice or on a separate document accompanying the invoice.
- When creating a receipt, uploading an invoice as a receipt for goods and services into Workday is not sufficient by itself. A receipt is considered verification that the contracted goods and/or services listed on the invoice have been provided.
Below are the basic roles and responsibilities of contract administration and contract management.
Example: If the terms and conditions of a service contract allow for payment to be made at a prescribed hourly rate, the contract manager must:
- ensure the invoice sufficiently details the basis for the payment (number of hours and work provided).
- verify the hourly rate applied is in accordance with the terms and conditions of the contract.
- confirm the services have been received prior to invoicing.
We encourage everyone who functions as a contract manager to attend one of the two upcoming contract management courses:
- Tuesday, June 4 at 10-11 a.m., Florida Poly South, LTB-2117
- Wednesday, June 19 at 10-11 a.m., Main Campus, IST-14046/1047
If you have any questions contact the Procurement Department by email or call 863-874-8428.