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) and SRS Contracts and Grants representative 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 in OnBase (the document management system for the Texas A&M Research Foundation).
  • 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 will need the PI’s 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 books).
  • The department reference (dept ref #) will be the last seven digits of the invoice number, allowing search of invoices on screen 167.
  • 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 OSRS 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 will be issued by the departments.

Texas A&M University

AggieBuy — Please continue to use AggieBuy for purchases. Your SRS Project Administrator will request a copy of the backup if the cost is questionable. Please do not send copies unless they are requested.  If you have an invoice to enter and the associated purchase did not go through AggieBuy, see “Invoices” below.

Invoices — If the associated purchase did not go through AggieBuy, please forward the invoice to your respective Accounts Payable representative at SRS. To contact an SRS Accounts Payable representative, use the interactive “Who Do I Contact?” section at the bottom of this page. The invoice should be stamped with the “I Certify” stamp (see below) and the PI or delegate should sign it before forwarding it to SRS Accounts Payable.  A scanned copy may be sent to apinvoices@tamus.edu.

Credit Card Payment/Reallocations — Your SRS Project Administrator will contact you for backup if the cost is questionable. Please do not send copies unless they are requested.

Document Correction Requests (DCR) — DCR’s effecting “4” accounts on part 02 will automatically be forwarded to your SRS Project Administrator for approval.

Interdepartmental Transfers (IDT) — Your SRS Project Administrator will contact you for backup if a cost is questionable. Please do not send copies unless they are requested.

Texas A&M AgriLife Research and Extension

Unchanged for now (routed through AgriLife Laserfiche).

Texas A&M Engineering Experiment Station (TEES)

Unchanged. TEES handles accounts payable.

The Texas A&M Health Science Center & Texas A&M Transportation Institute

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 PI or delegate must sign it before forwarding it to SRS Accounts Payable. A scanned copy may be sent to apinvoices@tamus.edu.

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 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.

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