PA - Newsletter - May 2021 - Past Due Invoices - What it is and how to pay it

Sep 21, 2026

May 2021 PA Newsletter explains how to determine whether an invoice is past due and outlines compliant payment workflows. It describes due-date rules, two payment options (payment voucher via Cardinal/EDI Payment or a Past Due Invoice request to CCA), and required documentation such as invoice copies with a received date stamp or supervisor email approval with specific fields. The newsletter also covers BOA statement payments, including account and location requirements, payment date rules, and full-balance instructions. FAQs address card cancellation timing, Authorized Signatory roles, Primary vs Backup PA duties, exception requests, administrator removal timing, travel card restrictions, and how to check declining transaction reasons in WORKS.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages9

Reading Time3 min

AccessFree to download

Past Due Invoices

What it is and how to pay it

BOA Statement Payments

How to pay, what to pay, when to pay

FAQ

PA Newsletter MAY 2021 Past Due Invoices What it is and how to pay it Have you ever received an invoice and struggled to determine if it was past due or not? Don’t worry, we’ve all been there! All payments to non-governmental and privately owned businesses for the purchase of goods and services must be due dated. Agencies should assign a payment due date 30 calendar days after receipt of the goods, services, or invoice, whichever is later, or the due date specified in the vendor’s contract. Once you’ve verified that the invoice is past due, you have two options for payment: 1. Submit a payment voucher through Cardinal or EDI Payment 2. Submit a Past Due Invoice payment request to CCA If you’ve chosen option 2, here’s some things you should know. CAPP 20355 requires one of the following: • A copy of the invoice, with date stamp (showing the date the invoice was received) • Email approval from the cardholder’s supervisor that provides detailed information to include: Invoice Date, Invoice Amount, Vendor Name, Invoice Received Date, Due Date and reason invoice is being paid late. But CCA! Many of us still have not returned to the office and aren’t receiving physical mail. Can an email from the vendor providing the invoice as an attachment be considered the received date? Absolutely! If you are still working remotely and have not received a physical invoice in the mail, an email from the vendor with the invoice attached can be considered the received date. Here’s some other things to know: • Cardholders have a responsibility to follow-up with vendors for invoices that are outstanding. If you have received the goods/services, but not an invoice, reach out to the vendor. • Cardholders have a responsibility to follow-up with vendors for payments that have not posted within 2 weeks of payment information that has been provided. • Cardholders should be monitoring their transactions in WORKS, at least, on a weekly basis. Outstanding payments will be easy to catch if you monitor your transactions. • CAPP 20315 provides information on Prompt Pay and Due Date Practices • CCA Database is used to submit your Past Due Invoice requests. BOA Statement Payments How to pay, what to pay, when to pay Making sure your payments are received in a timely manner to the correct account like the rock star you are! Have you received an email from CCA regarding an issue with your payments? We have a solution for that. • Make sure you provide the 16 digit account number in the Payment Message field. Do not use hyphens spaces, or alpha characters. • Make sure to use Bank of America’s Vendor ID: 0000042877 • Select Location: MAIN (for SPCC Payments) • Select Location: EDI-88 (for Travel Card) • Change the Pay Terms field to 00PP • Enter the Payment Date of the 7th (MM/07/YY) . Payments can be earlier than the 7th but no later than the 7th. • Pay the full amount reflected in the Current Balance Due section of the charge card statement. Disputed amounts and Fraud credit will appear on subsequent invoices. • Do not reduce monthly invoices by unapplied credits FAQ If a cardholder has not utilized their card in 12+ months, do I have to cancel the card? • Yes, all cards that have not been utilized in 12+ months should be cancelled, along with the user profile if not needed. What is an Authorized Signatory? • Authorized Signatory is anyone who has been designated by the Agency Head and who has signed the DOA Authorized Signatory Form (DA-04-121-Cardinal) . Authorized Signatories are required to sign the Program Administrator Request Form and Gold Card Request Form. As a Backup PA, can I perform the same duties as the Primary PA? • Yes, both Primary and Backup PA’s have the same roles, responsibilities and access. Is an Exception Request needed for all permanent restriction lifts or for requests with an extended period of time? • Yes, Exceptions Requests are required for all permanent

FAQs

How can you tell whether an invoice is past due?

Payments to non-governmental and privately owned businesses must be due dated. The due date is typically 30 calendar days after receipt of goods, services, or the invoice (whichever is later), unless the vendor contract specifies a different due date.

What documentation is required when submitting a Past Due Invoice payment request to CCA?

CAPP 20355 requires either a copy of the invoice with a date stamp showing when it was received, or an email approval from the cardholder’s supervisor containing the invoice date, amount, vendor name, received date, due date, and the reason for late payment.

How do you check why a card is declining?

Declining transactions can be viewed in WORKS using the Authorization Log. From the Home screen, click the carrot under “Account ID” and choose “View Auth Log,” then review declining codes such as fraud-score declines, excluded MCCG, invalid PIN, or account amount limits exceeded.

Sep 21, 2026

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