Doing Business with USF
Invoicing & Payment
WHERE TO SEND INVOICES
| If you're being paid with PCard | If you have a PO | If it's a Punch Out Order |
|---|---|---|
| We recommend collecting the PCard number at the point of sale and charging the card once the order has shipped. If you need to send an invoice, send directly to the individual who placed the order by e-mail. We recommend also getting a backup contact or general business office e-mail to ensure prompt payment. | If you have received a USF Purchase Order (format P000000000), invoices should be sent to our Accounts Payable Department at apinvoices@usf.edu. Correct formatting is further outlined below. | USF does not require invoices to be sent for Punch Out orders. Punch Out orders are paid with a high limit Ghost Card, however invoices should be available on request or accessible to download through the Punch Out site. |
INVOICE GUIDELINES FOR AP SUBMISSION
Suppliers are asked to follow these guidelines when submitting invoices to AP for payment:
- Invoice must be a PDF or PDF compatible format
- Invoice should be black and white (no color)
- Resolution should not exceed 200 dpi
- Only one (1) invoice should be attached per e-mail
- Do not include contracts, or other documents in the attachment
- Ensure the PO number is accurate and printed on the invoice
- Ensure the amount to be paid is clearly denoted
- Ensure the invoice date is accurate and clear
Note: Any invoices which do not follow these guidelines or do not have a valid USF PO number will be rejected.
STANDARD PAYMENT TERMS
USF's standard payment terms are Net 30, unless otherwise negotiated. Please refer to USF's PO Terms and Conditions for the most up to date payment term guidelines.
FOLLOWING UP ON AGING PAYMENTS
Step 1: Follow up with the individual who placed the order to make sure they have created a receipt. USF uses 3-way matching and require our community buyers to indicate receipt of goods and services before AP will issue payment. The most common cause for non-payment is a missing receipt.
Step 2: Ensure USF is making the payment. USF employees also work for and place orders on behalf of Direct Support Organizations (DSO's) which maintain separate accounts and payment processes. So check with the individual who placed the order to make sure the payment is intended to come from USF-AP.
Step 3: Contact Us at PPSOneHelp@usf.edu with a list of outstanding payments providing as much detail as possible with respect to the PO number, amount owed and who placed the order and we will work with you towards resolution.