The receipt of vendor invoices takes place following an order and on delivery of the goods or service. Our common goal is to ensure accounting and payment of invoices are carried out within the agreed timeframe and in accordance with EPFL’s control and signature rules.
Once the commodity, goods or service provision have been delivered in accordance with the contract, the persons responsible for the fund (or their delegates) check the invoice and credit notes. By signing the accounting stamp, the Fund Administrators agree to the accounting and payment of the invoice or credit note.
The Accounting Service checks and posts the invoices and credit notes within four working days and pays them on the due date (normally 30 days from the invoice date).
Payment of invoices
Payment of invoices is carried out once a week, for the following Monday (value date). It is therefore strongly recommended to bring any urgent payment before Monday lunchtime.
After that time, the payment will have to wait for the following cycle and 10 working days.
Double payments may result from the duplicate mailing of an invoice or its copy to the Accounting Service, or from confusion between an invoice and reminder. In order to avoid double payments, only send the original invoice to the Accounting Service. If the original is not available, a duplicate must be requested from the supplier.
Return payments are dealt with as soon as the cause has been identified. In some cases, the return payment will be credited to the relevant fund until the information to make the payment again is available.
It is necessary to contact the Accounting Service after the receipt of a second reminder. Please take into account the date on which you sent the invoice, as well as a period of approximately five days (from the payment date that appears in InfoCentre) before contacting the Service. If the second reminder is sent to the Accounting Service, it must be marked as such and must under no circumstances bear an accounting stamp.
The Accounting Service commits to post your invoices and payment orders within four working days.
To that period, nine to 13 working days at most as from receipt by the Accounting Service need to be added to perform the steps of preparation, input, validation and finally payment of accounting records. See the comment above, under “Payment of invoices”.
EBP invoices (e-buying)
An order placed with a vendor in EPFL’s e-buying application results in an invoice known as “EPB”. The latter is registered in the accounting system and guarantees the traceability of the transaction as well as the regularization of the commitment derived from the order placement.
It is important to highlight this number on the invoice and insert it in the space provided in the accounting stamp to help the staff of the Accounting Service identify these invoices, since their processing differs from invoices derived from a traditional order.
Accounting data, mainly the fund, is carried across as validated at the time of the order. Any changes must be highlighted in the signed accounting stamp.
Invoices for orders placed via Lyreco, ARP and Distrelec catalogues are recorded directly (without any action required on your part), as long as there is no difference between the order amount and the invoice amount.
When there is such a difference, the invoices are submitted to you for processing and validation. When the need arises, you must request a credit note from the vendor. Electronic credit notes are processed in the same way as an invoice with a difference.
To ask us questions or give us your suggestions, please contact financial support: [email protected]