Prompt Payment Checklist

When your invoice meets the following conditions, your payment will be processed. If any of these conditions are not met, or you are uncertain, please follow up with the Stanford department contact person noted on the purchase order.

An approved 8-digit number has been provided by Stanford. Invoices received by Accounts Payable against unapproved orders / requisitions will be returned to the supplier.

Stanford has current required tax forms on file for your business. If you have not submitted a W-9 Form (for U.S. business) or a W-8 BEN (for non-U.S. service providers) to Stanford in the last 2 years, it is desirable to submit a new one. Forms may be faxed to Disbursements at 650-725-1399.

An itemized invoice referencing the purchase order number has been submitted, preferably by fax with a cover sheet. Packing lists, quotes, estimates, or monthly statements will not be accepted by Accounts Payable for payment processing.

The invoice includes a "Remit to:" address and a "Bill to:" address.

Proper sales tax has been included on the invoice. Stanford University is not a tax exempt institution. Suppliers should include sales tax as required.