Invoice Criteria

 

In order for the Accounts Payable Office to process invoices for payment in a timely manner, the following criteria must be met:

Invoice Format

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

  • Printed on the vendor's invoice form
  • Printed on the vendor's company letterhead
  • Be on our Generic Invoice form (PDF) and have the signature of a company official

Invoice Information

All invoices must include:

  • The entire SJSU Purchase Order number or Direct Payment voucher number
  • The invoice must bill San Jose Staté 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 Accounts Payables 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 Accounts Payable
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.