For delivery information and an explanation of the University’s policies on reimbursements, returning materials, damage claims, and other issues related to receiving, billing, and payment, see Policy BS11 – Responsibilities after Initiating Purchases from Vendors Outside the University. Specific information on receiving reports is available here.

Invoice Notification Process

If an invoice is received for an amount of less than $5,000, a copy of the invoice will be forwarded to the department with an Invoice Notification form.

The department should review the invoice copy for the following information:

1. 1. Is the purchase order (P.O.) number correct?
   
   
2. Were the items received as billed?
   
   
3. Is the correct budget number listed?
   
   
4. If the total cost is going to be split among multiple budgets, is the exact disbursement indicated along with the appropriate budget numbers?

Notify Purchasing immediately if the invoice should not be paid. Be prepared to provide the following information:

1. P.O. number with buyer code, supplier name, invoice number, amount, and—most importantly—due date
   
   
2. The reason the invoice should not be paid (e.g., “material not received,” “material returned for credit,” “material returned for replacement,” “incorrect price”)
   
   
3. Adding machine tapes or totals
   If Purchasing is not notified to hold the invoice, it will be paid on the due date listed on the Invoice Notification form.

If the department receives an Invoice Notification form that does not apply to them, they should notify Purchasing immediately so it can be redirected to the appropriate department.

If the department receives an original invoice directly, they should forward that invoice and the signed Receiving Report to Purchasing.