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.
- Letters in invoice numbers must be capitalized.
| 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 |
| 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 |
Use payee's initials+date of request+scholar |
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
|
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) |
| Stipends | Use first & last initials of recipient+6 digit date+STIPEND | Use date of request |
Domestic example: RW111622STIPEND Foreign example: RW111622STIPENDFI |
| 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..