Invoice Number Protocol

The invoice number protocol has been revised and simplified. Please use this protocol to assign numbers to invoices prior to submission to University Payables.

  • Use the invoice number assigned to the invoice by the supplier.
  • If no invoice number is assigned, use the table below to create an invoice number.
 
Type Naming Convention Date of Request Example
Invoice with invoice number Use the invoice number assigned to the invoice document Use the invoice date  
Subscription / membership Account number + date Use the date on the subscription/member billing notice 1234567082119
Hotels Use folio or AR number plus date Use the date on the folio or other document showing the balance owed 1234567082119
Award Use payee’s initials + date of request+AWARD (+FI, if foreign) Use the date on the award letter TB100113AWARD for Tweety Bird
TB100113AWARDFI for Tweety Bird (foreign individual or foreign entity)
Prize Use payee’s initials+ date of request+PRIZE (+FI, if foreign) Use the date on the prize letter

FL111712PRIZE for Foghorn Leghorn
FL111712PRIZEFI for Foghorn Leghorn (foreign individual or foreign entity)

Death Benefit Initials + date of request+COMP Use the date of death MM101013COMP for Minnie Mouse
Fellowship Use payee’s initials +date of request+FELLOWSHIP (+FI, if foreign) Use the date on the fellowship award letter RR110113FELLOWSHIP for Road Runner
RR110113FELLOWSHIPFI for Road Runner (foreign individual or foreign entity)
Gift Use payee’s initials+date of request+GIFT (+FI, if foreign) Use the date on the gift letter EF083013GIFT for Elmer Fudd
EF083013GIFTFI for Elmer Fudd (foreign individual or foreign entity)
Honorarium Use payee’s initials+ date of request+HONOR(+FI if foreign) Use the date on the honorarium form in the top left hand corner BB110713HONOR for Bugs Bunny BB110713HONORFI for Bugs Bunny (foreign individual or foreign entity)
Reimbursements Use payee’s initials+date of request+RE (+FI if foreign) Use the oldest receipt date DD110413RE for Daffy Duck
DD110413REFI for Daffy Duck (foreign individual or foreign entity)
Petty Cash Use payee’s initials+date of request+PETTYCASH Use the date of the petty cash reconciliation form DD011419PETTYCASH for Daisy Duck
GCAS Refunds (generates payments) Use payee’s initials+date of request+GCASRF Use the date of the payment request EF083013GCASRF for Elmer Fudd
GCAS Refunds (does not generate payments) Original invoice number associated with refund in EAS+GCASCM Use the original invoice date 083013GCASCM
Scholarships WC090413RELOCATION for Wiley Coyote Use the date on the scholarship award letter BB110713SCHOLAR for Bugs Bunny BB110713SCHOLARFI for Bugs Bunny (foreign individual or foreign entity)
Relocation Use payee’s initials+date of request+RELOCATION   WC090413RELOCATION for Wiley Coyote
Settlement Use payee’s initials+date of request+SETTLEMENT Use the signature date of the GW person signing the settlement agreement Use the signature date of the GW person signing the settlement agreement.
Service (for individual reportable payments, i.e. contractors)

Use invoice number, if assigned by the supplier

If not number is assigned, use the payee’s initials and date+SERV, (+FI if foreign)

Use the invoice date


Use the service date

When an invoice number is not assigned: PC123454SERV for Patty Cake

PC123454SERVFI for Patty Cake (foreign individual or foreign entity)
Settlement for Property Damage Use payee's initials+date of request+CLAIM Use the signature date of the GW person signing the settlement agreement SD110713CLAIM for Scooby Doo
SD110713CLAIMFI for Scooby Doo (foreign individual or foreign entity)
Other Use the invoice date+whole dollar amount of the invoice Use the invoice date For invoice dated July 3, 2019 with an invoice total of $345,627.98 your invoice number would be 070319345627

Revised 11-21-19

Please direct questions to University Payables Customer Service at [email protected] or 571-553-0247..