Invoice Policy

Invoices Received without Procurement Purchase Order (USI approved vendors):

Invoices received without a valid Procurement Purchase order in BuyUSI and referenced on the Invoice  (USI Procurement approved vendors) will be handled as follows:

Procurement will monitor vendor compliance and disseminate notices to said offenders and notify Accounts Payable.

• 1^st offense:

Invoice returned to vendor with a letter stating payment will not be processed until a purchase order is received

• 2^nd offense:

Invoice returned to vendor with a letter stating payment will not be processed until a purchase order is received

• Vendor should contact the department/person that placed the order to obtain a purchase order from USI Procurement Services.   
• Once the vendor has obtained a purchase order and re-invoices, the invoice will be paid.
• Vendor will be notified that they are no longer authorized to conduct business with USI.

Invoices Received without Procurement Purchase Order (NON-USI approved vendors):

• Department should return item(s) when possible 

• If unable to return, the individual who placed the order is responsible for payment to the vendor.

Invoices should be issued AFTER the order has been placed.

Departments should not ask for an invoice in advance

Any questions concerning this process should be addressed to Jeff Sponn, Interim Director of Procurement Services, via email or at ext. 1982.