FITC Invoices

Do not submit an invoice if the document is a quote, estimate, or statement, if it is a payment made via p-card or personal funds, if the payment is for an independent contractor or if the invoice includes a KU Purchase Order number

• Digital copy of invoice (PDF preferred)
• Itemized expense details
• Business justification (purpose, necessity, benefit)
• Funding source and approval

1. Create a new SSC Finance Request in FSP.
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select "I would like to: Submit up to 10 invoices for payment."
4. Provide funding source, business purpose and attach the invoice(s).
5. If invoice(s) include Food & Beverage (Official Hospitality): Select “Yes” on the Food & Beverage question, then either complete and attach the KU Hospitality Form OR Provide attendee counts for KU employees, KU students and non-KU attendees.

Funding sources must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions.

If funding information is provided by someone else in your unit, they should be included as a ticket contact. Written authorization, such as an email from a department chair or principal investigator, should be attached when applicable.

Minimum funding information includes a project number for grants, a cost center and fund for non-grant funding, or a KUEA account number for endowment funding.

For transactions with multiple funding sources, explain how expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, a confirmation email with a ticket ID will be sent. This ticket ID should be used when referencing the request outside the system.

The Finance SSC may request additional information. Replying to notification emails or adding comments to the ticket will update the request.

Ticket status notifications will be sent as processing progresses.

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.