{"id":1962,"date":"2025-08-27T14:02:46","date_gmt":"2025-08-27T14:02:46","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/?page_id=1962"},"modified":"2026-02-03T17:42:12","modified_gmt":"2026-02-03T17:42:12","slug":"payinvoice","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/payinvoice\/","title":{"rendered":"How to Submit an Invoice to be paid"},"content":{"rendered":"<h2 class=\"wp-block-heading\">How do I submit an invoice to be paid by Accounts Payable?<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>To submit an invoice via email<\/strong><\/h3>\n\n\n\n<p>1. Create an email with the subject line <strong>\u201cInvoice for &lt;what the invoice is requesting payment for&gt;\u201d.<\/strong><\/p>\n\n\n\n<p>2.&nbsp; In the body of the email:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Include the full Budget FOAPAL the invoice charges should come out of.<\/li>\n\n\n\n<li>Directions to any additional Budget approvers (dependent on the amount of the invoice and the FOAPALS approval limits) to review the invoice and FOAPAL.<\/li>\n<\/ul>\n\n\n\n<p>OR<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Write Budget FOAPAL on the Invoice before scanning AND send additional Budget approval (dependent on the amount of the invoice and the FOAPALS approval limits) to all via email.<\/li>\n<\/ul>\n\n\n\n<p>3.&nbsp; Attach the invoice and any other supporting documentation to the email.<\/p>\n\n\n\n<p>4.&nbsp; Send the email to&nbsp;<a href=\"mailto:accountspayable@macalester.edu\">accountspayable@macalester.edu<\/a>, and CC: all approvers &#8211; if your invoice is for more than your approval amount, you must cc: the approver who has approval up to the amount you are requesting to be paid.&nbsp; See <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/financeapprovals\/\">Macalester Finance Approvals Explained<\/a> for a full explanation.<\/p>\n\n\n<section class=\"callout-feature-text block-container\" >\n    <div class=\"callout-feature-text__inner\">\n        <div class=\"callout-feature-text__container\">\n            <div class=\"callout-feature-text__feature-wrapper\">\n                <div class=\"callout-feature-text__feature-card\">\n                    <div class=\"base-lockup\">\n                                                                                                    <p class=\"base-lockup__copy\"><strong>Find your Accounts Payable approval level:<\/strong>\r\n\r\n<a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/financeapprovaltool\/\">Finance Approval Look-Up Tool<\/a>\u00a0(Macalester Log in Required, may require an Chrome \/ Incognito window)\u00a0 to look up who will need to approve the expenditure\r\n\r\n<strong>OR<\/strong>\r\n\r\nIf you have access to\u00a0<a class=\"more\" href=\"https:\/\/argos.macalester.edu\/argos\/awv\/\">Finance Reports via Argos<\/a>\u00a0go to &gt;\u00a0<a href=\"https:\/\/www.macalester.edu\/business-services\/myfinance\">My Finance Access and Approval report<\/a>\r\n\r\n<strong>OR<\/strong>\r\n\r\ncontacting\u00a0<a class=\"email\" href=\"mailto:accountspayable@macalester.edu\">Accounts Payable<\/a><\/p>\n                                            <\/div>\n                                     <\/div>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/section>\n\n\n\n<p>5.&nbsp; See <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/faq\/#paid\">How Soon will someone be paid if I submit the invoice today?<\/a> for Account Payable&#8217;s payment schedule.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>To submit an invoice via campus mail<\/strong><\/h3>\n\n\n\n<p>1. Write on the invoice the <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/faq\/#FOAPAL\">Budget FOAPAL<\/a> where the funds to pay the invoice should come from.&nbsp; Complete the FOAPAL:&nbsp; &nbsp;FUND (required) &#8211; ORG (required) &#8211; ACCOUNT(required) -PROGRAM (required) &#8211; ACTIVITY (optional) &#8211; LOCATION (optional).&nbsp; &nbsp; Complete FOAPALs will help to process the invoice in a timely manner.<\/p>\n\n\n\n<p>2. Be sure to have authorized signatures (on the Invoice) for the Budget FOAPAL \u2014 (dependent on the amount of the invoice and the FOAPALS approval limits)<\/p>\n\n\n\n<p>3. Send the original invoice to the 77 Mac, Accounts Payable. See example of an <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/wp-content\/uploads\/sites\/637\/2017\/10\/Sample-Invoice-for-AP.jpg\">invoice ready to be submitted via Campus Mail.<\/a><\/p>","protected":false},"excerpt":{"rendered":"<p>How do I submit an invoice to be paid by Accounts Payable? To submit an invoice via email 1. Create an email with the subject line \u201cInvoice for &lt;what the invoice is requesting payment for&gt;\u201d. 2.&nbsp; In the body of the email: OR 3.&nbsp; Attach the invoice and any other supporting documentation to the email. [&hellip;]<\/p>","protected":false},"author":44,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-1962","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/1962","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/users\/44"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/comments?post=1962"}],"version-history":[{"count":38,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/1962\/revisions"}],"predecessor-version":[{"id":11673,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/1962\/revisions\/11673"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/media?parent=1962"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}