Accounts Payable/Disbursements

SRS remains in a transitional phase until FAMIS enhancements, routings, and approvals have been fully instituted. The routings and approvals will include the principal investigator (PI) or assigned delegates for all expenditures charged to SRS-administered accounts. In order to help SRS Project Administrators manage the projects, we ask that PIs follow these procedures, based on which A&M University System member has been awarded the grant:

General Items for all Members

  • Document retention — With the exception of the Texas A&M Transportation Institute (TTI), documents are scanned into the document-management system of the respective A&M System member where the grant was awarded. TTI does not have a document management system; as such, folders have been created temporarily on an internal drive until Laserfiche is active.
  • Approvals — The SRS Purchasing Office will review purchasing guidelines. SRS Project Administrators or Voucher Compliance staff will review invoices for award compliance and assign an object class code. Any invoice found unallowable will be returned to the department for payment from another source. Invoices must have PI or delegate approval. The invoice should be stamped with the “I Certify” stamp (see below) and the PI or delegate must sign it before forwarding it to SRS Accounts Payable. If you do not have an “I certify” stamp, please contact Belinda Nolan at bnolan@tamus.edu.

Example of “I certify” Stamp

I certify that these costs were incurred to conduct research for Project 02-456789-00000  and are properly chargeable to the project. PI Signature Authority Signature (Principal Investigator or Authorized Representative)
  • The sponsored research project number should be preceded by the campus code of the member when written on any correspondence or invoice for SRS. (For example: 02-456789 would be an example when the project is on 02 — Texas A&M University).
  • Include the invoice received date.
  • Electronic approvals are accepted (fax, email, and digital signatures).
  • Checks will print and be mailed by the member.
  • The member will also handle the bank approval process for ACH vendors.
  • Invoices can be emailed to apinvoices@tamus.edu, if desired. Travel related invoices can be emailed to srstravel@tamus.edu.
  • Credit memos — SRS must pay the charge invoice in order to take a credit.
  • Vendor billing errors are returned to the department unless it references an SRS purchase order number.
  • Vendor setups — SRS will request a W-9 and forward it to the appropriate vendor-setup contact at the A&M System member where the grant was awarded.
  • At this time procurement cards are issued by the departments.

System Member Specific Guidelines:

Prairie View A&M University
Texas A&M AgriLife Research and Extension
Texas A&M Engineering Experiment Station (TEES)
Texas A&M Health Science Center
Texas A&M Research Foundation
Texas A&M Transportation Institute (TTI)
Texas A&M University
Texas A&M University-Galveston
Texas Veterinary Medical Diagnostic Laboratory

Texas A&M University and Texas A&M University – Galveston

Invoices — Please continue to use AggieBuy for purchases. If a purchase is made outside of AggieBuy, the department shall upload the invoice in AggieBuy as a ‘non PO based invoice’ to process for routing through SRS and FMO.

Document Correction Requests (DCR) — All DCRs are initiated by the member in Canopy, and should have all supporting documentation uploaded prior to routing.

Interdepartmental Transfers (IDT) — All IDTs should be approved by Voucher Compliance/Accounts Payable at SRS prior to processing.

Texas A&M AgriLife Research and Extension, Texas Veterinary Medical Diagnostic Laboratory

Invoices- Routed through SRS Voucher Compliance/Accounts Payable with AgriLife Laserfiche and processed in FAMIS.

Document Correction Requests (DCR) — All DCRs are initiated by the member in Canopy, and should have all supporting documentation uploaded prior to routing.

Interdepartmental Transfers (IDT) — All IDTs should be approved by Voucher Compliance/Accounts Payable at SRS prior to processing.

Texas A&M Engineering Experiment Station (TEES)

Invoices – Uploaded in EPIK by member and routed to SRS Voucher Compliance/Accounts Payable for processing.

Cost Corrections – Cost corrections are initiated by the member in EPIK and routed through SRS Voucher Compliance/Accounts Payable for approval.

The Texas A&M Health Science Center and Prairie View A&M University

Invoices – SRS processes all accounts payable and obtains PI or delegate approval via hardcopy, email, fax, etc. The invoice should be stamped with the “I Certify” stamp (see above) and the PI or delegate must sign it before forwarding it to SRS Accounts Payable.

The following steps should be completed by the member in order to have an invoice paid on a SRS account:

  1. Create an L or E doc (based on value of purchase) in FAMIS.
  2. Upon receiving the invoice, obtain the PI’s/delegates approval on the invoice since they are not included in therouting in FAMIS in most cases.
  3. Complete receiving in FAMIS (SRS cannot process the invoice for payment without receiving being completed by the department).
  4. Be sure to write the L or E doc number on the invoice.
  5. Send the invoice to SRS via email at apinvoices@tamus.edu including the E or L document in the subject line.

Document Correction Requests (DCR) — All DCRs are initiated by the member in Canopy, and should have all supporting documentation uploaded prior to routing.

Interdepartmental Transfers (IDT) — All IDTs should be approved by VCAP at SRS prior to processing.

Texas A&M Transportation Institute

Invoices – SRS processes all accounts payable and obtains PI or delegate approval via hardcopy, email, fax, etc. The invoice should be stamped with the “I Certify” stamp (see above) and the PI or delegate must sign it before forwarding it to SRS Accounts Payable.

Document Correction Requests (DCR) — All DCRs are initiated by the member in Canopy, and should have all supporting documentation uploaded prior to routing.

Interdepartmental Transfers (IDT) — All IDTs should be approved by VCAP at SRS prior to processing.

Texas A&M Research Foundation

SRS processes all accounts payable and obtains PI and Project Administrator approval via hardcopy, email, fax, etc. The invoice should be stamped with the “I Certify” stamp (see above) and the P

Invoices – SRS processes all accounts payable and obtains PI or delegate approval via hardcopy, email, fax, etc. The invoice should be stamped with the “I Certify” stamp (see above) and the PI or delegate must sign it before forwarding it to SRS Accounts Payable. A scanned copy may be sent to apinvoices@tamus.edu. Invoices under $25.00 without PI approval will be paid after 25 days from receipt.

Document Correction Requests (DCR) — DCRs are completed by RF staff, and are manually entered into FAMIS.

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