Invoice Compliance
Departments shall not alter or create invoices. For example, if your department owes the VCU Health System, you may want to create an invoice since you have access to the VCU Health System’s letterhead and you have verified the amount due and want to expedite the process. This practice is against University policy.
Employees who receive invoices that appear to be invalid or altered must contact one of the Accounts Payable managers for guidance. Generally, vendors should mail invoices directly to Accounts Payable. When the department receives the invoice, it should be forwarded to Accounts Payable. The department should ensure the purchase order is present and enter the receiving information into Banner if the merchandise or services have been received.
Deliberate or recurring noncompliance or failure to follow policy may constitute cause for disciplinary action up to and including termination in accordance with the Employee Standards of Conduct, the University’s Rules and Procedures, the Promotion and Tenure Policies and Procedures, the University Policy for Administrative and Professional Faculty and Faculty Holding Administrative Appointments, and/or any other applicable University procedure.