Accounts Payable
Payment of Food Invoices
Over the past several months, the Accounts Payable department has been having problems receiving the correct documentation required in order to pay food invoices. With the addition of new employees and people in new positions, we decided to send out this reminder to help individuals determine the appropriate documentation required in order to save you time and to ensure that payments are made in a timely fashion.
Sodexho has their own procedures when ordering food through them. After the order has been placed with Sodexho, there is additional documentation required to process the payment from a state account. The paperwork required includes:
- Food Requisition (This document should be prepared and forwarded to Accounts Payable immediately after placing the order with Sodexho)
The following paperwork can be forwarded to Accounts Payable prior to or after the meeting has occurred:
- Agenda describing the business conducted (required for all meetings)
- Participant list (required for lunch & dinner meetings only) (If only refreshments are served, participant list is not required)
We have been receiving all original food invoices for state and foundation accounts from Sodexho. If you anticipate using foundation funds to pay for food invoices, please give Sodexho your foundation account number not your state account number to them for billing purposes. This will alert Sodexho that there is no additional documentation required and these food invoices will be returned to the department for processing through the foundation. This will also speed up the payment process of state invoices.
If you have any questions regarding this process, please contact Judy Kleiner at 836-4739 or Vickie Gardner at 836-4528.
