Before payment can be processed, a "proper" invoice must be received by Accounts Payable.
Elements of a Proper Invoice
Each invoice presented by a vendor for payment must be clear and accurate and free from mathematical and quantity errors. As a minimum, each invoice must contain the following elements to facilitate efficient and effective payment processing:
All hard copy invoices should be mailed directly to:
Old Dominion University
Rollins Hall, Room 202
Norfolk VA 23529-0047
- Name of the vendor
- Vendor "Remit to" address
- Vendor Invoice Number
- Invoice Date
- ODU Purchase Order Number
- ODU Contact Name
- Payment Due Date
- Payment Terms and Discounts
- Description of goods/services delivered (per the purchase order)
- Quantity delivered by line item (per the purchase order)
- Cost per item and Extended Cost (should agree to the purchase order costs)
- Freight Charges (per the purchase order)
- Total Amount Due (should agree to the purchase order amount)
- No sales tax for tax exempt goods/services
- Special Terms or any additional information needed for accurate payment processing
When a Defective Invoice is Received
- Invoices not delivered in accordance with agency instructions (included on the purchase order) are not considered to have been submitted in a timely manner and may result in payment delays.
- Invoices missing any required element will be deemed defective and will be returned without action to the vendor with a letter detailing what defect needs to be corrected.
- When a corrected invoice is received, a new due date will be calculated.
- Vendors may choose to submit electronic invoices to email@example.com. Vendors who do not wish to use the e-mail option may continue sending paper invoices to the address above. Please remember to include the purchase order number on electronic invoices.
Note: Invoices should NOT be sent to the department. Doing so may delay payment.