Invoices Payable by Portland State University Should

Vendor Invoices

Invoices payable by Portland State University should:

1. Be created by vendor, not by a PSU employee 2. Be issued to Portland State University, not to another entity or person 3. Include the following: a. Vendor name, as shown on individual’s or entity’s income tax return . Substitute W-9 form is required if vendor is not setup in Banner, or if vendor is setup with different information, e.g. old business name, incorrect TIN, Vendor ID if known. b. Vendor address c. Remittance address, if different d. Invoice date e. Invoice number, to be referenced on PSU check or direct deposit advice f. Itemization of goods and/or services rendered, including quantities and dates g. Amount due h. Vendor tax identification number (TIN) is helpful, but not required i. PSU contract number, if applicable The internet is an excellent source of invoice templates, which may be helpful if a vendor does not have an invoicing system in place.

To process payment on a vendor invoice: 1. Review invoice to confirm accuracy of item(s) and amount(s) 2. Obtain appropriate Budget Authority signature to denote approval determined by index used 3. Forward invoice to GSE finance staff

Rev. 10/20/2014