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Copy Overage Payment Process


Copy overages are processed as a non-PO line item in UGAmart, similar to how unencumbered freight charges associated with a PO are processed.
 
  • Procurement issues the PO for copier rental monthly base charges. There will not be a line item on the PO for the overages.   
  • AP will draft the invoice into UGAmart, which will include the monthly base charge and copier overages. Payment for the overages will process as a non-PO line item against the chartstring associated with the PO. 
  • AP will send a comment to the UGA department to create a receipt for the base charge and to review the overage amount for the month.  
  • After the department creates a receipt for the monthly base charge, AP will process payment for the invoice. This payment will include the monthly base charge against the PO (reducing the encumbrance). The overage will process as an unencumbered payment against the chartstring associated with the PO. 

Processing copy overages as a non-PO line item has many advantages:

  • Reduces the administrative burden for departments to create a payment request or p-card payment for the overage amount.
  • Provides departments with a consistent mechanism for reviewing overage amounts and allows AP to pay the invoice in full.
  • Past due invoices are reviewed numerous times under the current process. This new process will reduce the number of touches if AP pays the invoice in full.
  • Maintains sound relationships with copier suppliers, avoiding stoppage of service and UGA credit holds due to outstanding balances.