OMC Vendor Invoicing Process

OMC processes all vendor invoices on behalf of partners in order to ensure that vendors are paid in a timely manner. In an effort to maintain efficiencies and adhere to university policies, all vendor invoices will now be processed through Hilltop Shop Marketplace (HTSM) using the process outlined below. Implementing this process ensures that all FOAPS are sufficiently funded for each vendor invoice and also better enables all parties involved to more easily and efficiently track payment progress.

Roles

  • Marketing Strategist: OMC project lead who receives vendor invoices and confirms FOAP with partner and budget manager
  • Partner (school/college/unit): Key project lead
  • Budget Manager (school/college/unit): Confirms/Approves FOAP contains sufficient funds
  • OMC Administrative Team: Submits invoice to Hilltop Shop

Process

  • If a vendor provides an estimate or quotation, the marketing strategist will share that with the partner and budget manager to review and approve.
  • Once the vendor invoice is received, reviewed, and verified, the marketing strategist will contact the appropriate partner and budget manager to:
    • Inform the partner/budget manager of the invoice and the amount
    • Confirm the FOAP that should be charged and that sufficient funds exist in the account
  • Once the FOAP is confirmed for each invoice, OMC's administrative team will then submit the invoice to HTSM.
  • Once submitted, invoices will be assigned to the appropriate budget manager using the approved FOAP. OMC's administrative team, ABS, and the budget manager assigned will have the ability to track the status of the invoice. The budget manager assigned will also receive automatic email reminders from Hilltop Shop if it is still in their approval queue.
  • If the approved FOAP does not include sufficient funds, the budget manager will be notified so that the invoice can be reassigned or funds can be transferred. Both options can be processed immediately.
  • If any questions arise regarding the status of a specific invoice, OMC partners should contact their marketing strategist for more information.