Supplier Invoice

**If a purchase order is in place, the supplier should submit it directly as the turnaround time is quicker than departments submitting it on their behalf.  The supplier received the instruction when they received a copy of the purchase order. 

The preferred option for receiving invoices is to have suppliers send their invoices to A/P directly; Yale policy also dictates that it is appropriate to have a PO in place in most instances. If you receive an invoice directly that needs to be submitted for processing, please follow these steps; this is commonly referred to as an Ok2Pay:

Review Invoice Before Submission:  Submit Invoice

Thoroughly review and verify that the invoice includes all necessary information before submitting it for payment. If information is missing (e.g., Bill To, Remit To, Invoice Date, Invoice #, or sufficient detail regarding the goods or services), you should return the invoice to the supplier to properly update it. This will ensure that the invoice is accepted and that the supplier can receive their payment promptly. 

Invoices must contain: 

• Make sure the invoice number is unique to avoid duplication issues. If the same invoice number is used twice, the invoice will be rejected.
• Ensure that the supplier name and remittance address are present on the invoice; check the Supplier information on the invoice against what is listed in Workday. If the information is incorrect or incomplete, please confirm with the supplier what the correct information is. If the information needs to be updated in Workday, you would process a supplier change request before you Submit the Invoice.
• For Goods, review the quantities and prices listed to ensure they are correct.
• For Services, review the calculations and totals to ensure they are correct.  
• Yale is tax-exempt in most states so make sure there is no sales tax included. See the sale and use tax to verify the states that accept our tax exemption status.

Business Operations will process the invoice on your behalf to ensure your invoice is processed promptly and will follow the process from submission to Business Operations approval within Workday. Please use Submit Invoice link for invoice submission. This link will initiate a Business Operations Jira ticket. We will update you throughout the process, i.e., submission to Account Payable and Workday Approval by Business Operations (we will provide you the Workday Supplier Invoice number when closing the ticket). 

**Before submission, confirm that the supplier did not submit directly.

Requestors purchasing goods and/or services using University funds should instruct Suppliers to submit their Invoices directly to AP via email to ap.vendorinvoices@yale.edu. For sponsored award sub-recipients, email yss.subcontracts@yale.edu. Requestors should inform Suppliers of the following:

• An email may contain multiple Invoices, but each Invoice should be a separate attachment;
• Invoice attachments must be in PDF or TIF format;
• Invoices should contain the following related to the individual who ordered the goods and/or services: University Name, contact name of the individual who ordered the good or service, and the individual’s department. If the billing information is not specific, it could delay the receipt of the invoice.
• The Supplier will receive an email confirming receipt of each email. The email will also contain a confirmation number, which should be kept on file until the transaction is complete. If the invoice does not appear in Workday, the Supplier will use this confirmation number (and email) to contact Shared Services to inquire about the email's status.

Suppliers may also submit Invoices directly to AP via mail.  Requestors should inform Suppliers who elect this option of the following:

• Invoices sent via mail may take longer to be received and processed than those sent via email and
• Invoices sent via mail cannot be tracked until they are received by Accounts Payable and scanned into the processing system.

Invoices sent via mail should be addressed to the following address:

Yale University

Accounts Payable Dept.

PO Box 208228

New Haven, CT 06520

Under certain circumstances (e.g., high-volume Suppliers), Suppliers may submit Invoices directly to AP via an electronic invoicing system.  Requestors should inform Suppliers who wish to submit Invoices electronically to contact AP (sharedservices@yale.edu) directly to request authorization.