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Department Instructions for Vendors

Instructions to Vendors for Processing a Department Purchase Order

To be considered valid, an invoice must include the seven-digit PO number. If the PO number is not present, the invoice will be discarded. If the invoice must be discarded, the vendor will not be contacted and will not be paid. The PO number must also appear on all related documentation and correspondence, including credits.

Invoices must be mailed to Procurement Services -- Accounts Payable at the address below. Invoices mailed to the ordering department or to any other area of the University will not be paid. Mail invoices to:

University of Virginia
Procurement Services -- Accounts Payable
P.O. Box 400197
Charlottesville, VA 22904-4197

Payments will be made from original invoices only. Payments will not be made from photocopies or FAX copies unless the invoice is over 30 days past due, and Procurement Services has authorized the exception.

Unless prearranged by the PSDS, all payments will be paid based on the terms associated with a vendor from the date the goods were received by the ordering department, or from the date a valid original invoice is received in PSDS, whichever is later.

For questions regarding specific invoices or payments, you may speak with an Accounts Payable Specialist by calling (434) 924-4212. When calling, please have the University's PO Number available. For general information for vendors at the University of Virginia, visit our web site at:

PAPER Department Purchase Orders: A paper Department Purchase Order from the University of Virginia may be a plain paper print of the Purchase Order. This plain paper is a valid Purchase Order.

Purchasing Terms and Conditions

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