Paying Invoices

The Service Center will process all invoices.  Here is some useful information about getting these paid.

Invoices Received by Departments

For smooth processing of invoices received directly by the Departments, please do the following:

  • Code the invoice with index code(s) and, if applicable, activity code.
  • Have budget authority sign invoice for approval.
  • Forward invoice to your assigned Support Specialist in the Service Center.
  • Support Specialist will enter invoice into Banner for payment.

For additional information regarding processing of personal and travel reimbursements, visit those pages.

Invoices Received by Service Center

Some invoices come directly to the Service Center.  In these cases, the Service Center will:

  • Distribute invoice to proper Support Specialist.
  • Support Specialist will forward an electronic copy of the invoice in an email to the Budget Authority.
  • Budget Authority will respond to the email with their approval and, if needed, coding (index and, if applicable activity).
  • Support Specialist will enter invoice into Banner for payment.

New Canon Copier Invoices

Lease and per copy charges for new Canon copier contracts will be sent to the Service Center as part of an invoice that includes all campus machines.  Since rates for both were negotiated through the contract, the Service Center will pay the invoice automatically to the index codes provided at time of lease.  Budget Authorities will have access to review usage on these invoices found on the Service Center Shared Drive.  Those departments splitting charges or charging departments for usage will coordinate with their Service Center Accountant to determine best way to JV charges.

Invoice Entry Timeline

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Campus Paper Purchasing

As part of our continuing efforts to reduce administrative costs, the Service Center and IT have teamed up to begin bulk purchasing of printer/copier paper. To order, complete the Paper Request Form or call at 541-552-6900email, or stop by the IT Help Desk.  As time allows, they will even deliver same day (you can always come by the desk and pickup paper at any time). You'll need to let us know which Index code to charge and how much paper you need.  White paper is sold by the case (10 reams per case).

Current cost of paper*- Updated August 10, 2018

8.5x11 white  $28.06/case
8.5x14 (legal) white $6.75/ream
11x17 white $11.20/ream

*Cost of paper is based on current rate at time of campus bulk purchasing and may change.

Frequently Asked Questions:

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Copier Leasing/Replacements

IT and Service Center have partnered to select a single vendor to provide copiers for the campus. Through a competitive bidding process, Canon has been selected for the initial contract.

As copier contracts expire or if a department requires a new copier, either your

Purchasing and Contracting Specialist 

Computing Coordinator in IT can assist you with acquiring a new Canon copier on the contract.

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Technology Purchasing

Contact your Computing Coordinator to assist with selection of compatible and recommended technology equipment and software.  Once an item has been selected, email the item information to purchasing@sou.edu.

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Gift Cards/Certificates

Before purchasing gift cards for any occasion, please review the Gift Certificate policy (FAD.073).  If you decide to purchase a gift card, the Service Center requires a Gift Card Reconciliation Form be completed.  If you have any questions, please contact your Purchasing and Contracting Specialist.

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Service Center Ordering

There are two ways to purchase items:

  1. Send order request to purchasing@sou.edu.
  2. Use your Purchase Card.

If you have specialized purchasing needs (such as medical or lab supplies) or if you have questions about a purchase, please contact your Purchasing and Contracting Specialist for further assistance.

For further information about purchasing policy at SOU, please visit the Purchasing webpage or contact your Purchasing and Contracting Specialist.

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