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2.1 Submission of Invoices in Duplicate
All vendors are requested to submit invoices in duplicate to the Business Office.
2.2 Billing
An invoice should not be billed to an individual (John Smith, Tennessee Tech), but to his attention (Tennessee Tech, Business Office, Attention: John Smith).
2.3 Signatures Required on Invoices
The name of the person responsible for the budget against which the expenditure is to be charged must be signed on the invoice. The signature represents a certification that the goods or services have been received by and for the benefit of Tennessee Technological University and, therefore, serves as the receiving report.
2.4 All Invoices Are to be Paid Promptly
All invoices must be processed for payment consistent with the invoice due date or discount date. Any problem which prevents this schedule from being followed should be communicated promptly to the Supervisor, Accounts Payable in the Business Office.
Invoices not received in the Business Office within thirty days must be returned with a memorandum explaining the delay. The thirty-day period begins with the date the invoice was distributed by Business Office personnel; for those invoices received directly by the department, the thirty-day period begins with the stamped date the invoice was received in the department or the invoice date, if not stamped.
2.5 Reconciliation of Expenditure Reports Required
Departmental personnel must reconcile the computerized expenditure reports with the requisition balances each month. (See Accounting Policies and Procedures, Section 5)
2.6 Use of Personal Funds Discouraged
Personal funds should not be used to make University purchases.