Invoices are a type of payment for goods and services purchased by the departments on behalf of the university.
There are certain guidelines to follow when processing invoices for payment. Please see below for guidance.
The university will pay for materials or services upon receipt of all goods and services and receipt of an original, itemized invoice. An appropriate invoice has the following characteristics.
- An original invoice is required for all purchases of materials and services. If an original invoice cannot be obtained, a photocopy, facsimile, or certified copy can be used for payment provided an explanation is written on the invoice or an attached memo.
- Invoices must be itemized to identify the quantity and price for all items purchased.
- All invoices must be billed to the University of Tennessee.
- Invoices written in pencil will not be accepted by the university.
Preparing Invoices for Approval and Payment:
- Upon receipt of the invoice, the date received (month, day, year) should be written or stamped on the invoice
- Confirm receipt of all items purchased. If there was a purchase order, the number must appear on the invoice. If not preprinted on the invoice, the department may write the purchase order number on the invoice.
- Confirm calculation of the invoice is correct. If not, contact the vendor for a revised invoice. If receive verbal authorization to correct/revise the invoice, write the name of person from the vendor approving the correction on the invoice.
- UT is tax exempt. Therefore, sales tax should be deducted from the invoice. A Tennessee sales tax exemption form can be found on the Treasurer's Office web site.
- The cost center/WBS element(s), appropriate general ledger (G/L) account(s) to be charged, and the department head or designee approval signature must be on the invoice with total amount due. It may be written or a stamp may be used. All invoices must have department head or designee approval.
- Please note if the vendor has never been paid by the University, a W-9/Minority Status form should be completed and attached to the invoice before sending to FIO for processing.
- Once the invoice is properly coded and signed by the department head or designee(s) and a W-9/Minority Status form has been completed if necessary, it should be sent to FIO for processing.
Special Requirements for Invoices:
- For movable equipment and sensitive minor equipment, an asset record must first be created in IRIS. Any purchases should be coordinated with Debbie Crowder in TIS, so an asset number can be assigned for the equipment purchased.
- Entertainment event payments $1,000 or more should be approved prior to the event by completing a Entertainment Prior Approval form. This approved form should be attached to the entertainment invoice and sent to FIO for processing. Entertainment expense payments under $1,000 should contain the following information on the invoice:
- Purpose of the function
- Date of the function
- Number of individuals being entertained
- Average price per person, including beverages*
- Total amount due
NOTE: The number of individuals being entertained and date of function are not required on invoices related to items maintained for guests and visitors, e.g., coffee, soft drinks, and bottled water.
*When alcoholic beverages are part of entertainment events (events include any meal reimbursement other than the standard per diem claim), the cost of alcoholic beverages must always be separately identifiable on the receipts and supporting documentation and charged to an appropriate restricted account.
3. Any entertainment expenses incurring while in travel status should be filed with Travel Reimbursement.
Invoices Processed Centrally to the Treasurer's Office:
The following invoices should be prepared and sent to FIO for processing:
- Invoices with the amount to be paid shown in a foreign currency. The cost associated with converting the currency to U.S. dollars will be billed to the cost center/WBS element charged for the transactions.
- Invoices for personal services contracts, regardless of who is providing the service.
- Invoices for payment of travel expenses paid directly to a vendor.
- Invoices to non-resident aliens, even if the amount is in U.S. dollars. A completed I-94 must accompany the invoice or request for payment.
- Credit memos when a check is requested from the vendor instead of a credit.
- FORM T-27 for request for special payment.
Note: For invoices processed centrally, the vendor's federal identification number must appear on the face of the invoice. If this number is not preprinted on the invoice, the vendor should be contacted and the department should ask for the vendor to complete a W-9/Minority Status form and attach to the invoice. A W-9/Minority Status form is required for individuals as well.
For more information about Invoices, please visit the UT Policy & Procedures Web Page.
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