Submission of an invoice is necessary in order for Accounts Payable to process payment to a vendor. An invoice should include the following information:
|Vendor's Name||Include the vendor's legal name. If payment should be made out to a different legal name because the vendor is doing business using a different name (using a DBA), specify the name the check should be made out to on the invoice. A W-9 form will be required to verify the DBA information. Please fax the W-9 to the secure fax server at (310) 405-6122 (the entire number must be dialed).|
|Address||If payment should be remitted to an address other than the vendor's physical address, a remittance address should be specified.|
|Vendor's Contact Information||Phone number, fax number, etc.|
|Tax ID Number||The vendor's tax ID number other than social security number (XX-XXXXXX)|
Invoices should be mailed to:
|Ship-To Address||If goods were shipped, indicate where the goods were shipped to. Vendors can verify shipping information by requesting a system-generated fax copy of the purchase order. Obtaining a copy of the purchase order also ensures the validity of the order and confirms that it has been posted.|
|Shipped Via||If goods were shipped, indicate the shipping method used.|
|Purchase Order Number||Each invoice must reference a valid purchase order number. A valid purchase order number has the format of four numbers followed by three letters followed by three numbers (e.g., 1234ABC567). Only one purchase order number should be referenced per invoice.|
|Requisitioner's Information||Full name and contact information of the person who placed the order.|
|Invoice Number||Invoice numbers should be unique and not repeated (e.g., ABC Inc. should not use invoice number 1 more than one time). Credit memos can have the same number as the original debit invoice with a "CR" as the prefix or suffix (e.g., if the invoice is number is 1, then the corresponding credit memo can be CR1 or 1CR).|
|Invoice Date||The date of the invoice.|
|Description||Provide a detailed description of what was ordered. This includes product name, quantity, unit price, catalog/part number, description of services rendered, etc.|
|Comments or Special Instructions||Provide additional details that may help to determine whether tax should be paid/accrued on the goods or services rendered. On credit memos reference the original invoice and purchase order numbers.|
|Terms||Standard payment terms is net 30. If an early pay discount is offered, please include this in the terms section.|
|Shipping & Handling||If allowed under the contract between UC and vendor, shipping, handling and all other related delivery charges should be itemized and the appropriate tax should be billed. Please avoid using lump sums like "shipping and handling" so that tax can be assessed correctly.|
|California Seller's Permit Number||Provide your California Seller's permit number and bill for the appropriate sales tax amount. The vendor should state if they do not have a California Seller's permit and, accordingly, not bill for sales tax.|
|Sales Tax||The University of California is required to pay sales tax for taxable purchases within the state of California or use tax for purchases made outside of California. Please be sure to include the sales tax rate that you are collecting at since we service many districts.|
|Amount Due||If tax, shipping or other handling fees apply, these charges should be clearly itemized.|
Note: Omission or inadequate documentation of the above may delay payment. See Related Information for a sample invoice.
Payment Information: Vendors can find payment information by logging into our Vendor Self-Service website. In addition to payment information, vendors can also login to the website to find information about outstanding invoices.
Payment Types: If your company is still receiving paper checks, you can significantly reduce delays (mailing time and depositing it with your financial institution) by registering for Electronic Payments. UCLA offers electronic payments via Paymode-X (through BNY-Mellon and Bottomline Technologies) and Payment Plus (through US Bank).