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.

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 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 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 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 next to the received approval.
  • Account code: The invoice must include the 17 digit account code from which the invoice is to be paid. This is not required when the invoice has a purchase order as the account code given on the purchase order will be used. If the account code has changed from when the purchase order was created, contact Procurement to change it before paying the invoice or complete a journal entry after the invoice has been paid.
  • Invoice: The invoice that details the allowable expense must include the vendor’s name and address, a breakdown of what was purchased, a total, whether or not tax was included in the total and a date of when the items were shipped. Statements and order confirmations are not the same as an invoice and will not be processed.  Invoices should be sent to payables@seattleu.edu to be attributed to the correct purchase order.  
  • Received approval: The received approval allows Accounts Payable to know the items were received in good order, the price and quantity match the purchase order, and the invoice is ready to be paid. This is done using ProcureSU.
  • Tax form W-9: If this is the first time using the vendor, a W-9 should be requested from the vendor and that vendor should be entered into ProcureSU using the Vendor Change Request Form.
  • Wire transfer form: If the invoice requires payment with a wire transfer, refer to procedures in the Wire Transfer page.

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.