Learn the Basics

Step by Step

1. Ensure Prompt and Accurate Payment

   • Invoices should be mailed directly to Accounts Payable unless electronic invoicing methods are established.  Invoices mailed to the departments are aged from the date they are received in Accounts Payable.
   • Invoices must reference the Purchase Order number to be considered valid.  Invalid invoices will be rejected.
   • Charges on the invoice must match, line for line, items shown on the University’s purchase order. If there are any unit price or quantity variances from the line item on the purchase order, a Change Order may be necessary to allow payment to be processed in a timely manner.
   • Unless payments have been prearranged to be made with the Commercial Card, all payments will be issued 30 days from completion of services/receipt of goods OR receipt of valid invoices in Accounts Payable, whichever is later.

2. Understand the Consequences of Invalid Invoices

   Deliberate or recurring noncompliance, or failure to follow policy may constitute cause for disciplinary action up to and including termination in accordance with the Employee Standards of Conduct, VCU’s Rules and Procedures, the Promotion and Tenure Policies and Procedures, the VCU Policy for Administrative and Professional Faculty and Faculty Holding Administrative Appointments, and/or any other applicable University procedure.

   Employees who receive invoices that appear to be invalid or altered must contact the Accounts Payable Manager for guidance.