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Policy #:

Standard Operating Procedure

Fiscal
Administration

Title:

Invoice Process

Version: 1
Adopted:
7/1/2014
Amended:
9/28/2015

Table of Contents
1.
2.
3.
4.
5.
6.
7.

Purpose.....................................................................................................................................1
Scope........................................................................................................................................1
Responsibilities.........................................................................................................................1
Fiscal Administration Guidelines..............................................................................................2
Procedure................2
Process Vendors Should Follow.........................2
Payment Process.....3
Step 13
Step 2....3
Step 3................................3
Step 4............4
8. Pit Falls To Avoid..........4
9. Address For Invoices.. ..4
10. Flowchart.......................4

1. Purpose
The purpose of this standard operating procedure (SOP) is to address workflow related to
payments of accounts payable invoices only (from the point of purchase to the point of payment)
including both purchase order and non-purchase order items. These policies are intended to be
guidelines for processing all expenditure documents through Accounts Payable. The
responsibility to observe these guidelines is that of both the employee and the department director
who approve such expenditures.

2. Scope
This standard operating procedure applies to all employees of the Fiscal Administration Accounts
Payable Section, Facilities maintenance Section. This material is not all inclusive, and if you
cannot find policies and procedures that relate to your situation or if you need interpretative
assistance, please contact the Accounting area.

3. Responsibilities
Accounts Payable Personnel
Accountant Supervisor

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4. Fiscal Administration Guidelines

Accounts Payable is responsible for accurate and timely payments of all invoices for the
Department of General Services, except Fleet and Energy. Inquiries from vendors regarding the status of
unpaid invoices are handled by Accounts Payable. If invoices have not been sent directly to BAPS no
payment will be made until approved by DGS Fiscal. All accounts payable personnel will have knowledge
of all steps, but will be the representative of their own accounts. It is extremely important for DGS to
maintain a satisfactory credit standing with vendors and prompt payment ensures this. The City is exempt
from the payment of sales and use taxes on purchases of tangible property. Tax Exempt Number 30000559.

5. Procedures for Invoice Processing

There is a 3-way match required between the purchase order, receipt, and the invoice before
payment can be made. All numbers should match exactly. When the shipment arrives, it must be
accompanied by a receipt stating what was shipped or a delivery ticket. This document can be a receipt
and/or packing slip. A packing slip merely explains what was shipped. A receipt shows the amount of the
purchase. Because of this requirement, the workflow concept is used to ensure all three pieces are
complete and approvals are in place prior to payment. When the requisition is saved, workflow is
automatically routed to the first approver to notify him/her that action is required. That approver either
approves or rejects the requisition, and the workflow notifies the next approver as well as the buyer
approver (final approver). Once the requisition is fully approved, the purchase order is issued. When the
items or services ordered are received, the vendors ship the item or perform the service, we receive it and
the vendor issues a receipt. The final result is payment of the invoice once all workflow items are complete
and approved.

6. Process DGS Fiscal and Vendors Should Follow

1.
2.
3.
4.
5.
6.
7.
8.
9.

10.
11.
12.
13.

The process begins when an employee from the Facilities Maintenance division creates a work
order. At this time, the employee decides whether or not the work order content is urgent.
If the work order content is not urgent, the process remains the same as before.
If the work order is urgent, the employee from Facilities Maintenance will send the work order
directly to the vendor. This work order is to have a purchase order number.
The vendor will then complete the service draft an invoice, and send the invoice back to the
Facilities Maintenance division.
An analysis will be conducted to review/verify the work that was completed as requested in the
work order.
If the work does not meet the standards/expectations of Facilities Maintenance, the vendor is to be
notified. The vendor will either complete the work requested by the work order and/or create a
new draft invoice.
If the work does meet the standards/expectations of Facilities Maintenance, the drafted invoice
will then be forwarded to the Fiscal Department (accounts payable).
The accounts payable personnel in the DGS Fiscal Department will then record the acceptance of
the draft invoice and create a requisition in Citibuy.
Once in Citibuy, the requisition undergoes an approval process involving the following parties in
sequential order:
a. Department of General Services
b. Bureau of the Budget and Management Research
c. Bureau of Purchasing
When the Bureau of Purchasing approves the requisition in Citibuy, a release number is issued.
Citibuy forwards the release number to the vendor who updates their invoice with the release
number.
The updated vendor invoice is then sent to BAPS
At the same time (after the release number is issued) the Department of General Services Fiscal
Department receipts the invoice in Citibuy.

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14. End process.

8. Pitfalls to Avoid

Ordering and arranging delivery before PO is issued (except in emergency).

Lack of funding on PO
Non-response to vendor inquiry
Invoice sent only to DGS accounts payable rather than BAPS

9. All invoices should be emailed to:

City-Payables@BaltimoreCity.gov
OR via U. S. mail to:
BUREAU OF ACCOUNTING & PAYROLL SERVICES
401 E. FAYETTE STREET, 5TH FLOOR
BALTIMORE, MD 21202 US

10. Flow Chart

None

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