Invoices

Definition of an invoice

An invoice is a detail of goods sent or services provided from an outside company to the University. The invoice contains a breakdown of the cost of each item, tax and shipping as well as a total price. The University receives invoices for everything from utilities to a membership fee for an employee. Accounts Payable will process the payment of an allowable business expense to the vendor. Invoices should include an Invoice Number (unique identifier), Date of Invoice, and a Remit Address.

Procedures to submit an invoice for payment

Prior to submitting the invoice for payment, it is the responsibility of the reporting unit to verify the quantity and condition of the goods received and confirm the accuracy of the dollar amount stated on the face of the invoice. In ProcureSU, this is done by receiving the goods or services.  If there is a discrepancy, the reporting unit will need to negotiate with the vendor.

Invoices noting PO number should be sent to payables@seattleu.edu.  When using ProcureSU and ordering from a catalog, many of these invoices will be sent directly to Accounts Payable and be attributed to the correct Purchase Order.  When ordering from a vendor using a form or making a non-catalog purchase, if the invoice is sent directly to you, a digital copy of the invoice and PO number, will need to be sent to payables@seattleu.edu.  The following must be provided to the Controller’s Office to process the payment of the invoice:

  • Purchase Order: The University requires a purchase order to be completed on all orders for goods and services costing $500 or more, including taxes and shipping. If the purchase order number does not appear on the invoice, write it on the copy of the invoice before sending to Accounts Payable.
  • Invoice: The invoice that details the allowable expense must include the vendor’s name and address, a breakdown of what was purchased, a total, tax, and a date. Statements and order confirmations are not the same as an invoice and will not be processed. Invoices with PO numbers noted should be sent to payables@seattleu.edu.

If any of the items above are not provided, Accounts Payable will require them to be submitted before processing, which will likely result in delays in payment.

*Note – The University has centralized printing and copying through Managed Print Services.  Purchases related to printing and copying outside of Managed Print Services will not be reimbursed by Accounts Payable.  The disallowed items include the purchase of printers, copiers, fax machines, scanners, ink, and toner.  Maintenance by outside vendors on disallowed items will not be reimbursed by the University. Any exceptions to this policy must be approved by the Chief Information Officer and Accounts Payable will need proof of the approval attached to the submitted invoice.