Avoid Duplicate Payments
Vendors often send several different
types of documents for a transaction.
When orders are placed online, an electronic invoice or
receipt may be generated, but some vendors are also sending
paper invoices for the same transaction.
Invoices are also sometimes sent via
e-mail and by regular mail.
Some vendors, such as ARAMARK, are
providing a document confirming an order and then an invoice
after the order has been completed.
Several departments are failing to
adequately scrutinize these documents and processing two
checks for the same transaction, which results in duplicate
payments to the vendor.
This has occurred frequently with
Staples, FedEx, and ARAMARK, and these transactions have
primarily been processed at the departmental level.
Please review all documents to ensure that a payment has not already been processed, be sure to mark all documents as paid, and ensure that proper approvals are contained on these documents.
For more information, please contact
Cindy Stockdale (cstockda@tennessee.edu)
or 865-974-2280.
Contact:
Vice President & Treasurer
301 Andy Holt Tower
Knoxville, TN 37996
865-974-2302
865-974-2701 Fax