Invoice Criteria

In order for the Strategic Sourcing - Payment Services to process invoices for payment in a timely manner, the following criteria must be met:

Invoice Format

All supplier invoices to SJSU must be submitted in one of the following formats:

• Printed on the supplier's invoice form
• Printed on the supplier's company letterhead
• Be on our Generic Invoice form [pdf] and have the signature of a company official

Invoice Information

All invoices must include:

• Mailing address
• Unique invoice number
• The entire SJSU Purchase Order number or Direct Payment voucher number
• The invoice must bill San José State University
• A detailed and itemized description of the products and/or services provided
• Sales tax, as applicable
• Name and contact information of SJSU employee who placed the order

Freight Charges

A freight bill must accompany the invoice if the charge is $200 or more and the service was not provided by a common carrier (e.g., UPS or FedEx). 

Submit Invoice

Invoices can be sent to the Strategic Sourcing - Payment Services Office through the following methods:

• Invoices associated to a purchase order can be submitted on-line by going
  to e-Invoice and uploading the invoice file
• Invoices may also be mailed to the following address:
  
  SJSU Strategic Sourcing - Payment Services
  Reference Purchase Order # or Direct Pay #
  One Washington Square
  San Jose, CA 95192-0041

Payment Process

Payment will be authorized only after SJSU:

• Has received and accepted the purchased products and/or services
• Has verified products are in an undamaged and satisfactory condition
• Has verified that services have been completed in a satisfactory manner

Refer to Payment Terms for the average payment processing time of invoices.