After Disbursements has assigned the voucher number, the yellow copy of the voucher will immediately be sent to the department. A special message will indicate the last day the department can notify Disbursements to hold payment of the invoice. Purchasing will review the Form 56B for action needed before Disbursements attaches it to the purchase order. When the problem is resolved, the invoice will be released for payment and the yellow copy of the Form 56B will be sent to the department. If the standing order is on a 997 fund, both the white and yellow copies of the voucher along with a copy of the invoice is sent to the department who adds the appropriate account numbers to pay the invoice and signs the voucher.
Disbursements retains the pink copy along with the original copy of the invoice.
If the order is not on a fund 997, the white copy of the voucher and a copy of the invoice will be forwarded to the department for approval. The department should return all copies of the approved voucher to Disbursements for payment. The FOB and Terms as assigned on the standing order, date the invoice was received, as well as the account distributions must be entered on the voucher to avoid delays in the payment process. The original invoice should be attached to the white copy of the voucher. All copies of the voucher should be sent directly to Disbursements for the payment process.