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What to Do When You Receive a Vendor Invoice

If you process vendor invoices as part of your job, read this page to know what action to take when you receive an invoice.

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An invoice sent from Disbursements with a note that says "Returned Invoice"

  • Follow the instructions on the note attached to the invoice.
  • Send invoice immediately to Disbursements, Mail Code 0955, for payment.

An invoice sent by a vendor directly to you instead of to Disbursements

If the invoice is correct:

  • Keep a copy and send the original invoice immediately to Disbursements, Mail Code 0955, for payment.

If the invoice is incorrect, follow up as noted below:

  • Incorrect address or amount charged: Contact the vendor for correction.
  • Index or purchase order number is missing or incorrect: Write the correct index or number on the invoice. Keep a copy and send the original invoice with corrections immediately to Disbursements, Mail Code 0955, for payment.

A subrecipient invoice received directly or from Disbursements

Invoice over $10,000 from Disbursements

See How to Process Invoices Over $10,000 for invoices associated with a High Value Purchase Order.

Bill for Federal Express services directly from Fed Ex.

Telephone bill directly from the service provider

Bill for freight or commercial transportation services directly from the carrier

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