Skip Top Navigation

Contract Payments

Instructions

Contract Payments – Two Key Points

When the contract is executed and an encumbrance is entered in PeopleSoft to earmark funding you should receive a contract/PO number from the UHCL contracts office. Please use these identifiers going forward when requesting payment(s) after you receive an invoice. In some cases, the accounts payable office receives the invoice directly, and reaches out to let you know they have it.

Making a payment on a contract is slightly different than making a payment for goods since the loading dock will not get a physical shipment and thus will not generate a “receiver” [goods receipt report]. Instead, the department managing the contract must generate that receiver as proof that contract performance is complete.

If the performance is not complete, or coming to an end, the receiver report should reflect “partial” or “final” so accounts payable is aware that an additional payment may be needed against the invoice, or that no future payments will be required going forward.

The receiver is a standard support document that is required for accounts payable to generate payment.

Initiating Payments on Contracts 

For sample of receiver UHCL reports see Contract Receiver Examples:
Contract Receiver Example 1

Contract Receiver Example 1

Partial payment, 1 cost center, 1 invoice
Contract Receiver Example 2

Contract Receiver Example 2

Partial payment, numerous cost centers, 1 invoice
Contract Receiver Example 3

Contract Receiver Example 3

Partial payment, 1 cost center, numerous invoices
Contract Receiver Example 4

Contract Receiver Example 4

Final payment (releases remaining encumbrance)
Contract Receiver Example 5

Contract Receiver Example 5

Payment of check to be hand delivered to Contractor (Special Handling)

Contract Receiver Example 6

Contract Receiver Example 6

 Payment of Overage (Overage exceeding 10% of original contract amount must have budget authority approval.)

 


Questions?

UHCLProcurement@Uhcl.Edu

Contact

  • Procurement

    Phone: 281-283-2150
    Fax: 281-283-2156
    UHCLprocurement@uhcl.edu

    North Office Annex II (NOA II)
    2700 Bay Area Blvd, Box 137
    Houston, TX 77058-1002

    Office hours:
    Monday - Friday, 8 a.m. - 5 p.m.