Elements of a Proper Invoice
Doing business with the University and want to be paid in a timely manner? Before payment can be processed, a "proper" invoice must be received by Accounts Payable. Each invoice presented by a vendor for payment must be clear, accurate and free from mathematical or quantity errors.
As a minimum, each invoice must contain ALL of the following fields:
Vendor "Remit To" Address
Vendor Invoice Number
ODU Purchase Order Number
ODU Contact Name
Payment Due Date
Payment Terms and Discounts
No Sales Tax for Tax-Exempt Goods/Services
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)
Special Terms (or any additional information needed for accurate payment processing)
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.
- 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.
- When a corrected invoice is received, a NEW due date will be calculated.
- Please remember to include the purchase order number on ALL invoices.
SUBMITTING AN INVOICE
Invoices should NOT be sent to the department. Doing so may delay payment.
All hard copy invoices should be mailed directly to:
Old Dominion University
Rollins Hall, Room 2005
Norfolk VA 23529-0047
Vendors may choose to submit electronic invoices to firstname.lastname@example.org.
Facilities Management Invoices
Invoices for work done for Facilities Management should ALSO be submitted to email@example.com