USAS and CAPPS Financials Invoice Number Field Requirements

CBA and CLIBA Numbers

The CBA and CLIBA account numbers described in this section are not required to be entered in the invoice number field by an agency or institution of higher education that is processing a reimbursement to the agency’s local account.

Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Warrants must also be issued for certain payments.

16-Digit CBA and CLIBA Numbers

The central billed account (CBA) number on the billing statement for procurement and travel card transactions is a 16-digit number. A CBA number is used for billing purposes only and is not an actual credit card number.

However, for a corporate liability individual billed account (CLIBA), the 16-digit number reflected on the billing statement is an actual credit card number.

That is why CBA and CLIBA payments have different rules. In either payment case, it is never acceptable to enter the full 16-digit CBA or CLIBA number in USAS or CAPPS.

Last 10 Digits of CBA Numbers Required in USAS and CAPPS

For centrally billed card payments, enter only the last 10 digits of the 16-digit CBA number (not an actual credit card number). For USAS, use the INV NO field. For CAPPS Financials, use the INVOICE NO field on the voucher header for single-vendor vouchers (such as the regular voucher style). For multi-vendor vouchers (such as the Procard voucher style), use the INVOICE field on the voucher line. If you need to include additional information in these fields, you may use a dash after the 10-digit CBA number. Do not enter spaces before or after the dash.

Last 10 Digits of CLIBA Numbers Required in USAS and CAPPS

For individual card payments, enter only the last 10 digits of the CLIBA number. For USAS, use the INV NO field. For CAPPS Financials, use the INVOICE NO field on the voucher header for single-vendor vouchers (such as the regular voucher style). For multi-vendor vouchers (such as the Procard voucher style), use the INVOICE field on the voucher line. If you need to include additional information in these fields, you may use a dash after the 10-digit CLIBA number. Do not enter spaces before or after the dash.

CLIBA Payments Require Warrants – No Direct Deposit

CLIBA payments must be made by warrant and mailed along with the billing statement payment coupon — they cannot be made by direct deposit. The payment coupon must be included to ensure payments are posted to your account. Remember to allow for processing time to ensure payments are received in compliance with the Prompt Payment Law.

See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information.