Office of Accounting

Invoicing Notes

  • To learn how to view payment status of your purchase order through various methods, watch the following training video:  Find Payment Status of PO (1:42)
  • All purchase orders with a total amount over $5,000.00 require receiving; instructions for entering receiving are found here.  Please enter receiving for these orders as your items arrive. 
  • Invoices exceeding $2,500.00 and posted against a standing order require approval in SciQuest.  To learn how to take action on a standing order invoice requiring your approval, watch the following training video:  Standing Order Invoice Approval (1:54)
  • The Accounting Office does not receive a notification if an invoice is attached to a catalog or non-catalog order in SciQuest.  If you choose to attach an invoice to a catalog or non-catalog order, please notify the Accounting Office so that your invoice may be processed.
  • Please notify us prior to 2:00 PM if you would like a check sent/picked up on the next business day.
  • The University does not typically prepay for goods and services; exceptions include certain custom products and contracts for performers which require down payments.   Prepayments for lodging for non-University affiliates (performers, speakers, etc.) are not allowed.  Lodging should either be reimbursed to the performer or paid directly to the hotel after the performance. 
  • Copies of invoices can be viewed in BDMS under B-F-DOCS – BANNER FINANCE PURCHASING/AP.  Invoices produced via the Non PO Payment Request Form in SciQuest will not be visible in BDMS, but these invoices will be visible in SciQuest.
  • If a vendor is not listed in Banner, please complete a Supplier Request in SciQuest.  Vendors are created based on the information the vendor has provided on a W-9 or W-8BEN. The Accounting Office will only make payments payable to the ‘remit to’ name on an invoice.  The University requires a W-9 (for domestic vendors) or W-8BEN (for foreign vendors) from all new vendors to ensure proper tax classification/reporting.   Please note that W-8BENs expire three years after the date of signature.
  • In some cases, a vendor will not invoice under the same name as the purchase order.  The Accounting Office will then determine (based on the W-9) which name the payment should be remitted to.  There may be times where a new purchase order must be created for the payment due to the difference in vendor names, but this would only occur due to proper tax classification/filing and auditing purposes.
  • The Accounting Office will not pay from a contract unless the contract has been signed by the appropriate University personnel.  The payee MUST match the name on the signed contract.  The proper contract procedure should be followed at all times.
  • The Banner Travel & Expense Management module should be used for all University-affiliated travel.  Travel payments for entities who are not students or employees should be processed through SciQuest.  Travel for non-University affiliates should follow University travel guidelines.
  • Check numbers in Banner Finance are identified as follows:
    • starting with ‘1’ is a paper check
    • starting with ‘!’ is an ACH
    • starting with '^' is a wire transfer


Office of Accounting
Administration Building, Room G4
Ball State University
Muncie, IN 47306

Hours: 8 a.m. - 5 p.m. EST Monday - Friday, 7:30 a.m. - 4 p.m. Summer
Phone: 765-285-1327
Fax: 765-285-1947
View E-mail Address