VCU does not process pro forma invoices, folios, quotes, packing slips, statements, or remittance advices. The document submitted must be an actual invoice and must include:

• The word Invoice printed prominently at the top
• A valid 8-digit Purchase Order (PO) number — only one PO number per invoice
• The vendor’s original invoice number
• The invoice date

The PO must also be present in RealSource and receipt must be completed before the invoice can be processed.

Vendors should send original invoices to the bill-to address listed on the purchase order. If a vendor sends an invoice to your department instead, scan and email it within 24 hours to VCU.Invoices@trustflowds.com.

• Submit one invoice per email — do not bundle multiple invoices in a single message.
• Submit one invoice per scanned document — do not combine multiple invoices into one file.
• Attach only the invoice — no packing slips, backup documentation, or cover letters.
• Retain the original paper invoice in your department’s files.
• Do not also mail the physical original if you have already submitted by email.

VCU is required by law to pay valid invoices (or undisputed amounts) within the negotiated payment terms or 35 days after receipt of goods, services, or invoice by Accounts Payable — whichever is later.

• Default: Net 35 days, paid by mailed check.
• Paymode-X Premium (ACH): Net 20. Email payment notifications, online account management.
• Paymode-X Basic (ACH): Net 35 default, or Net 15 (2%) / Net 25 (0.5%) with discount.
• Virtual Payment Card: Net 20. Vendor must accept credit card payments.
• Prepaid items (subscriptions, registrations, hotel deposits): paid as soon as the invoice is processed.

The University is migrating away from paper check and strongly encourages electronic payment options. Vendor enrollment details →

• PO number is missing from the invoice
• Vendor invoice number is missing from the invoice
• Invoice date is missing
• Document submitted is a packing slip, statement, or remittance advice — not an actual invoice
• Receipt has not been completed in RealSource
• Multiple invoices submitted in one email or one scanned file
• Invoice was sent to the wrong address
• More than one PO number appears on a single invoice

To request expedited payment, submit a ticket through RamsCentral with:

• A clear business reason for the request
• Confirmation that the invoice has already been submitted to VCU.Invoices@trustflowds.com

The invoice will be processed on the next available check run. See the Check Run Calendar for scheduled dates.

Subaward payments to research collaborators follow a different process than standard vendor invoices. The Office of Sponsored Programs (OSP) leads on establishing subawards.

Key differences from a regular vendor payment:

• Each subaward has an Encumbrance number recorded in Banner instead of a PO number.
• The PI and Fiscal Administrator must review and approve each subrecipient invoice.
• The packet must include the signed Direct Pay / Encumbrance (DP/E) form.
• Send the packet to apsubaward@vcu.edu — not the standard invoice address.

Questions about establishing a subaward go to OSP. Questions about a specific subaward payment go to AP via RamsCentral.