Invoice Requirements
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 Name
-
Vendor "Remit To" Address
-
Vendor Invoice Number
-
Invoice Date
-
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)
Defective Invoices
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.
MAILING INVOICES
All hard copy invoices should be mailed directly to:
Old Dominion University
Finance Office
Rollins Hall, Room 2005
Norfolk VA 23529-0047
ELECTRONIC INVOICES
Vendors may choose to submit electronic invoices to invoice@odu.edu.
Facilities Management Invoices
Invoices for work done for Facilities Management should ALSO be submitted to facilitiesinv@odu.edu