Processing Payments Using Emburse Invoice

The Emburse Enterprise Expense Management Software is used by departments to initiate payments for Travel Reimbursements and Check Requests.

Payments to Non-Individuals (Businesses, Non-Profits and Governmental Entities) can be made in Emburse Invoice, subject to the limitations below.

• Emburse may only be used for either Non-Procurement transactions or certain limited Procurement transactions that are specifically exempted from the New Mexico Procurement Code in Accordance with UNM Administrative Policy #4320 “Purchasing Goods off Campus”, section 4.
  
  • Allowable Payment Types for Emburse Invoice can be found below.

• The payment for the purchase of goods and/or services is generally not allowed in Emburse, except in the specific categories outlined below.
  • In general, the purchase of goods and/or services constitutes “Procurement” under State Law, is governed by the State Procurement Code and the UNM Purchasing department, and therefore must be paid via P-Card or LoboMart Requsition/Purchase Order instead of Emburse.

Two categories of payments are allowed via Emburse Invoice: Payment Requests, and Non-Traditional Requests.

ALLOWABLE EMBURSE INVOICE PAYMENT REQUEST TYPES:

• Athletic Game Officiating
  • Typically only used by the Athletics Department, used to make payments to entities providing officiating services for athletic events.
    • For Athletic Game Officiating payment requests to individuals (UNM faculty, staff, students and non-employees), please process in Emburse Expense, not Emburse Invoice.   
• Books and Periodicals
  • This payment type is allowed ONLY for the purchase of books, periodicals, magazines, newspapers, etc., directly from the publisher of such items.
  • In general, the libraries would be the biggest users of this Payment Type.
    • Other departments with a business need to purchase these types of items may also use this payment type.
• Conference Registrations
  • This payment type can be used to register for a conference, if paying by P-Card is not an option.
  • The payment may be made directly to the organization facilitating the conference.
  • Attach the Conference Registration form and select “Mail Attachment with Check” from Special Handling drop-down list.
  • Indicate who will be attending, and business reason for attending.
• Consignment Sales
  • Used exclusively for paying an amount based on a “trading agreement” where a seller (owner) of property sends goods to a reseller, and the seller doesn’t get paid until if or when the property is sold.
  • Typically, this would involve a museum or a department with some type of retail operation.
• Contract Settlements
  • Used to make payments against a separately negotiated and executed contract.
    • For "Non-Procurement" contracts ONLY.
      • Cannot be used for a purchase of goods or services subject to the New Mexico Procurement Code.  Use a LoboMart Purchase Requisition instead, prior to services being performed, or goods being received.
  • Typical usage of the Contracts Settlements payment type would be by Athletics or Public Events (Popejoy Hall) in settlement for an athletic event appearance, or a performance of an entertainment performance/event.
• Dues and Fees
  • This payment type can be used to purchase subscription-type items, such as annual membership dues to an organization.
  • Attach the form calling for payment of the fee and select “Mail Attachment with Check” from Special Handling drop-down list.
  • Do not submit vendor invoices for services provided via this payment type, as those constitute "Procurement" under State Law.
    • Payments for services must be processed via Purchase Requisition in LoboMart or paid with PCard.
• Government Agency
  
  • As implied by the name, this payment type is only used for payments to government entities on the Federal, State or Local level.
    • Taxes, regulatory fees, intergovernmental agreements, etc.
  • If required, attach the form calling for payment, or other required backup, and select "Mail Attachment with Check" from Special Handling drop-down list.
• Medical Care
  • Used specifically for medical care provided outside UNM facilities for Employee Occupational Health Services, Carrie Tingley Hospital, and Athletics while on authorized Athletic trips.
• Monetary Awards
  • Only to be used for paying cash prizes/awards associated with winning a contest, drawing, etc.

  • This Payment Type MAY NOT be used to pay for services rendered.

• Notary Public Applications
  • This payment type is only used to pay an authorized agency for a UNM employee to become certified as a Notary Public.
  • This designation must be a requirement of the individual’s UNM job duties.
• Refunds
  • This payment type is used ONLY to return funds to an entity that previously paid money to UNM.
    • Refund for a ticket to an event, or tuition/fee for a class that was subsequently canceled, etc.
    • Refund of an overpayment.

    • Return of a security deposit.

• Royalties
  • This payment type is used to make royalty payments to the owners of intellectual property in exchange for their use in the ordinary course of University business.
  • By definition, a Royalty is:
    • “an amount of money that is paid to the original creator of a product, book, or piece of music based on how many copies have been sold” or;
    • “an amount of money that is paid by a mining or oil company to the owner of the land the company is using”.
• UNM Legal Settlements
  • This payment type is used only to pay legal settlements that have been approved by University Counsel.
    • If being submitted by a department other than University Counsel, proof of the approval of University Counsel should be attached.
  • Generally, no backup is required, but an indication that the backup is on file in the department for future audit purposes should be included.

NON-TRADITIONAL REQUESTS:

This special category encompasses requests either have pre-existing blanket approval from Purchasing to be processed in this manner or require special one-time approval from Purchasing.  Those requests requiring the one-time approval will route electronically to Purchasing in Emburse.  The list of payment types available very specifically identify the department(s) to which usage is limited.  No other departments are authorized to submit these requests, with the sole exception being the “OTHER One Time Exception – Purchasing Approval Required” option referenced above.