To: Management Council Members, VPs of Finance, and Business Managers
From: Shared Services Center
Area: Accounts Payable
Reason: Prompt Pay Process Change – Goods/Services Received Date
Date: November 6, 2024
As discussed and approved at the most recent Accounts Payable Process Council meeting, a change has been made to the source for service dates the SSC will use when calculating prompt pay. The SSC will use the goods/services received date as entered into eVA by the college, rather than any goods/services received dates that may be noted on an invoice. Using eVA as the source of record for received dates allows for consistency in reporting across the VCCS. Please ensure your end users are entering the date the goods or services were received or performed at the college, and not the current day’s date. Thank you in advance for your partnership.
As a reminder, when calculating prompt pay we will continue to follow the CAPP manual which states that The Commonwealth of Virginia’s prompt pay due date is determined using the date goods/services were received or the date the vendor’s invoice was received, whichever is later.
If you have any questions regarding this information, please contact SSC Customer Engagement at 877-340-5577 or help@ssc.vccs.edu.
