Business and Finance Division

Accounting & Business Services Department

Accounts Payable

The mission of the Accounts Payable Branch is to ensure payments are processed in compliance with Federal, State, and Agency rules and regulations. It is our intent to process payments within the 30-day timeframe established by the Legislature.

Vendor Forms

TDCJ Substitute W-9 Form
TDCJ Substitute W-9 Instruction Sheet

FY09 Payment Statistics

Expenditures Processed $1,530,265,110
Discounts Taken $784,661
Credit Memos Applied $2,605,761
Prompt Pay Interest $1,719
Invoices Received 135,569
Vouchers Processed 125,172

The Audit/Voucher Team:

Audits, processes and vouchers payments against purchase orders to ensure compliance with Agency and Legislative rules, regulations and statutes
Audits, verifies and processes change orders on AOBJ purchase order coding
Schedules payments to ensure timely receipt of warrants or direct deposit to vendors
Resolves payment errors in Uniform Statewide Accounting System (USAS)
Verifies and processes the Agency Procurement Card

The Contracts/Special Payments Team:

Audits, processes and vouchers various accounts for TDCJ; including Contracts, Utilities, Telephones, Pagers, Freight, Fuel, Litigation, Employee Reimbursements, and Postage to ensure compliance with Agency and Legislative rules, regulations and statutes
Schedules payments to ensure timely receipt of warrants or direct deposit to vendors
Researches and reconciles payment status and payment issues with vendors
Researches and processes the cancellation of lost warrants and vouchers related to Contracts/Special Payments

Telephone Contacts

Supervisor (936) 437-6738
Fax (936) 437-8740
E-Mail: tdcj.ap-csp@tdcj.state.tx.us

The Invoice Services Team:

Researches and reconciles vendors’ accounts and provides payment status; issues tax exemption certificates and vendor information letters to vendors
Sorts, classifies, organizes and files financial payment records
Audits and enters invoices into the automated payment system
Monitors and tracks time discounted invoices and ensures prompt processing
Mails out warrants and verification of direct deposit transmittals to vendors
Maintains vendor identification files and coordinates with the Comptroller of Public Accounts on vendor files
Researches payment discrepancies between vendors and TDCJ departments
Monitors, audits, and reconciles timely receipt of receiving reports in the automated payment system
Researches, audits and applies credit memos from vendors
Researches and processes the cancellation of lost warrants and vouchers related to Audit Voucher

Telephone Contacts

Vendor Payment Status is determined by the first initial of the vendor/provider name.

Vendor Payment Status (A-I): (936) 437-6357
Vendor Payment Status (J-R): (936) 437-6238
Vendor Payment Status (S-Z): (936) 437-6101
Discount Invoices: (936) 437-6929
Food Service Payment Status (936) 437- 6215
Vendor Address File Maintenance (936) 437-8761
Supervisor (936) 437-6216
Fax (936) 437-6290
E-Mail: tdcj.ap-invsvs@tdcj.state.tx.us

Accounts Payable Managers

Cindy Clarke Accounts Payable Manager
Ph: (936) 437-8606
E-Mail: cindy.clarke@tdcj.state.tx.us

Christi Reeves
Ph: (936) 437-6085
E-mail: christi.reeves@tdcj.state.tx.us

Most Common Vendor-Related Questions

1. When can we expect payment and how is the due date calculated?

ANSWER: Payment of invoices is scheduled according to the Texas Prompt Payment Law. The law states that payment for goods and services is due 30 days after receipt of the goods and/or service or receipt of a valid invoice, whichever is later. The Comptroller’s office issues either a warrant or an electronic funds transfer (EFT/direct deposit), on the scheduled payment due date.

2. Is there anyway to receive payment before the payment due date?

ANSWER: The only exceptions for early payment of an invoice are: (1) if the vendor offers a discount for early payment that is cost effective to the agency and state; (2) an exception allowed by the Comptroller of Public Accounts; or (3) the vendor may submit a letter that details the business case reason and/or need for early payment. The business case should be directed to the Manager of the Accounts Payable department for approval and be on the vendor’s letterhead. Approval is granted on a case by case basis and will normally be granted only once per year to a vendor.

3. Who do I contact for payment status?

ANSWER: The Accounts Payable department has Customer Service Representatives that can assist with payment status questions. Payment status is provided for invoices that are OVER 30 days old. The following information will need to be provided: vendor name, invoice number, purchase order number, and the invoice amount. The Customer Service Representative will research the information and return the call with the requested information. Please refer to the Invoice Services Team contacts listed above to determine the correct Customer Service Representative.

4. Is there a place I can check for payment status on-line?

ANSWER: The Comptroller of Public Accounts has a State-to-Vender Payment Information website available 24 hours a day. The website address is: www.window.state.tx.us/fm/payment/. The following information is required to access this website: Personal Identification Number (PIN); the Texas Identification Number and category; and the State Agency Number (the number for TDCJ is 696). The information will include the type of payment (direct deposit or warrant), date payment was issued and amount paid. To determine the invoice number paid, click on the payment field (warrant or direct deposit) and the detailed information will be displayed.

5. What are the advantages of electronic funds transfer (direct deposit) versus a paper warrant?

ANSWER: Electronic funds transfer transactions are transmitted directly from the Comptroller’s office to the vendor’s financial institution. The advantages are: (1) both the vendor and the state reduce costs because the process is paperless; (2) the money being transferred from the state to the vendor takes less time to transmit, and mail delays are eliminated; (3) the direct deposit allows the vendor to receive payment faster and allows the vendor’s money to earn more interest; and (4) due to the physical location of the Accounts Payable office, warrants are not delivered daily. Mailing of the warrant can be delayed 2-4 days awaiting the arrival of the warrant.

6. Who do I contact to receive payments via direct deposit?

ANSWER: The Comptroller of Public Accounts website is available 24 hours a day. The website address is: https://fmx.cpa.state.tx.us/fm/index.php. To retrieve the correct form, click on Direct Deposit Forms under the Forms tab and select the Vendor/Payee form. Another option is to contact the TDCJ Customer Service representative listed above (Vendor Payment Status) and/or contact one of the Vendor Address File Maintenance representatives. They will send a Direct Deposit Authorization form that will need to be completed by the vendor and the financial institution. Upon receipt of this form, the vendor files will be updated with the information and a direct deposit address will be established.

7.Is it possible to have vouchers mailed or faxed to a vendor for reconciling purposes even though they are on direct deposit?

ANSWER: No, it is not cost effective for the state to mail vouchers to vendors that are on direct deposit. It is also not cost effective for the state to fax copies of the voucher(s) to vendors. The website listed above will provide this information.

8. Why are there delays in processing some invoices?

ANSWER: There are a number of reasons that payment of an invoice may be delayed. Some of the reasons are listed below:

invoice is not sent to the address listed on the purchase order or contract
the unit price listed on the invoice is different than the price on the purchase order or contract
there is an overage or a shortage on the items shipped (a credit memo or a purchase order change notice will be required – this can be a very time consuming process)
goods have been damaged, have not been received or the service rendered has not been completed
there is no purchase order number or contract number listed on the invoice
the invoice contains items that were not included on the purchase order
the invoice total exceeds the amount of the contract or purchase order (A follow-up call from the Invoice Services Team may result if additional information is required [corrected invoice, credit memo, price discrepancy, etc.]); or
necessary documentation, required by your purchase order or contact, is not submitted with your invoice (count sheets, bill of ladings, pricing sheets, etc.).

9. Where do I send my invoices for payment?

ANSWER: Unless otherwise stated in your contract or purchase order, invoices should be sent to Accounts Payable. The mailing address for Accounts Payable is:

Texas Department of Criminal Justice
Attention: Accounts Payable
P.O. Box 4018
Huntsville, TX 77342-4018.

The overnight express delivery address is:

Texas Department of Criminal Justice
Attention: Accounts Payable
861-B-IH 45, Room 238
Huntsville, TX 77320

Accounts Payable has two e-mail addresses for receipt of invoices and other required documentation for purchase orders and contracts. The addresses are: