Submission Requirements
Invoice Submission Requirements
- Supplier name and remit-to address
- Unique invoice number
- Invoice date
- Valid ISU purchase order or supplier contract number
- Bill-to: Iowa State University
- Item description, quantity, and pricing
- Total amount due (no statements or balance-forward totals)
- No sales tax (ISU is tax-exempt)
- Preferred format for invoice submission: PDF.
Non-Compliant Invoices
Invoices that do not meet Invoice Submission Requirements will be returned with guidance on necessary updates to ensure compliance. The supplier will need to submit a corrected invoice to process payment.
Statements
ISU does not accept supplier statements in place of invoices, except for utility services (electricity, water, gas, trash, recycling, and phone).
Credit Memos
If credit is due to ISU (returned items, pricing error, duplicate payment, etc.), suppliers should submit a credit memo, and it will be applied to future payments to the supplier. If no future activity is expected, ISU will request a refund check.
Special Cases
- Invoices for work done for Ames National Laboratory should be submitted to invoiceinbox@ameslab.gov.
- Invoices for work done on Subcontract/Subaward/Subrecipient contracts must be submitted to spa@iastate.edu.
Payment Status and Supplier Inquiries
Invoice Payment Status
If you have questions about payment status, email: invoices@iastate.edu. Include:
- Purchase order number
- Invoice number
- Invoice amount
Remittance Information
For checks mailed to suppliers, remittance details appear on the check stub. If a copy is needed, email invoices@iastate.edu
Lost Checks
If you haven't received your check within 20 days of issuance, we will send a replacement at no charge. Please contact the Office of Financial Accounting and Compliance at FACT@iastate.edu.
