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Submit an Invoice and Receive Payment

Step by Step

  1. Ensure Complete Invoice Information

    After the product or service has been delivered to VCU, an invoice should be submitted. To ensure prompt payment, invoices must contain the following information:

    • The word "Invoice" printed prominently at the top of the document. VCU does not make payments referencing documents such as packing slips and statements.
    • Include a valid purchase order number . There must only be one purchase order number for any given invoice.
    • Include an original invoice number and date. Note: for prompt payment and compliance purposes, the date that the invoice is received and date-stamped within Procurement Services is considered the invoice date.
    • Contain a Federal Identification Number (FIN)
    • Be submitted to the correct "Bill to" address
  2. Determine Invoice Submission Method

    1. Electronic (Learn about Electronic Invoicing and CC Payment)
    2. Mail
      Vendors should submit invoices to VCU's "Bill to" address specified on the purchase order. Failure to send the invoice to the specified "Bill to" address could delay payment. Payment due date is computed 30 days from the date of delivery or performance, or from the date a correct invoice is received in Accounts Payable, whichever is later.

      Invoices should be mailed directly to Procurement Services at the below address unless instructions are given by the VCU department to mail the invoice directly to the department location.

      Virginia Commonwealth University
      Accounts Payable
      Box 980327
      Richmond, VA 23298-0327

  3. Payment

    The University is required by law to pay all valid invoices and/or the undisputed amount of an invoice within 30 days after the receipt of the invoice or the receipt of the goods or services, whichever is later.

    Payments for prepaid items (including subscriptions, memberships, registrations, hotel deposits, etc.) are issued as soon as they are processed.

    IRS 1099 reporting requirements dictate that the first line of the vendor's name and address on purchase orders is the organization or business name that will receive the funds.

    The University is migrating away from processing payments via paper check and strongly encourage the use of our electronic payment options. For more information on the commercial card please contact eCommerce@vcu.edu. ACH inquiries should be directed to Treasury Services at 828-6533 or http://www.vcu.edu/treasury/VendorACH.htm.

For More Information

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Accounts Payable »
912 W. Grace Street, 5th Floor
804-828-1077 (ext 1)

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