Per District Policy and MCCD Purchase Orders all invoices should be mailed to:

Maricopa Comm College Dist (MCCD)

Attn: Accounts Payable

2411 W 14th St

Tempe, AZ 85281-6942

District A/P Tech for EMCC:  Evonne Gonzales, evonne.gonzales@domail.maricoap.edu, x18456

When placing orders with Suppliers make sure that they understand that the Ship-To is EMCC’s address and the Bill-To is the MCCD Accounts Payable address which is stated on the approved Purchase Order.  If you are receiving invoices at the EMCC address, please contact the Supplier and have them change the Bill-To address to the MCCD Accounts Payable address listed above. 

Invoice Procedure

1. Invoice sent to MCCD Accounts Payable (A/P) from Supplier
2. A/P Tech enters invoice into CFS and places hold on invoice – the invoice amount will be included in the Matched Total.
3. A/P Tech does not enter invoice if any of the following apply:
   1. Invoice has EMCC/SWSC identified but no PO referenced
   2. Goods PO and invoice does not match in either quantity or price or both
   3. PO does not have sufficient funds available to cover entire invoice
   4. PO referenced is finally closed
4. A/P Tech sends a copy of invoice to Fiscal Services
5. Fiscal Services will send an email to the Requisitioner with a PDF copy of invoice and instructions on how to send “ok to pay”
6. Requisitioner verifies invoice amount, items vs. order, price and the PO to pay invoice against
7. Requisitioner verifies that there are funds available on the PO to cover the full amount of the invoice.  If an increase to PO is needed, than the increase is completed prior to moving on to step 8.
8. Requisitioner Replies the email to Evonne Gonzales, evonne.gonzales@domail.maricopa.edu  and cc Laurel Neilsen, laurel.neilsen@emcmail.maricopa.edu with the following information (email should be in this exact format):
   • Subject:          Should auto fill when Reply button is selected
   • Body of Email:
     • Supplier Name
     • Invoice Number
     • Purchase Order Number
     • Invoice Amount
     • Batch Date
   • One invoice per email.
   • Batch Date is the date written on the A/P Action Needed stamp, if the invoice does not have a A/P Action Needed stamp, Batch Date should indicate “via blue bag”
9. Keep invoice copy and Ok to Pay email for your records
10. A/P Tech releases hold on invoice already attached to PO or enters invoice to be paid
11. Check is cut to Supplier

Things to Know…..

• District A/P cannot pay an invoice that have discrepancies:
  • Item price on invoice different than PO
  • Item on invoice different than item on PO