This page provides instructions for how to send an invoice by email to Stanford Accounts Payable or mail an invoice to Accounts Payable by US Postal Service (USPS).
Email or Mail an Invoice to Accounts Payable
Before You Start
Suppliers can mail invoices directly to Accounts Payable by US Postal Service (USPS) or can send by email (suppliers should refer to Supplier Instructions for Submitting Invoices for more information). Uploading invoices directly to a Purchase Order (PO) can be done by the department responsible for the PO. For more information, refer to Topic Overview: Purchase Order Invoice Processing.
The department responsible for the PO, may determine that someone in the department should upload the electronic invoice directly to the PO, For more information, see Uploading an Invoice. Invoices may only be uploaded to the Purchase Order by Stanford Personnel. If the department receives an invoice directly from a supplier, ensure the invoice meets Stanford's invoicing requirements before submitting it to Accounts Payable (AP).
For invoices of $5,000 or more, departments should complete receiving in iProcurement before processing an invoice or indicate approval on the invoice to prevent the invoice being placed on hold by AP and the requisition originator notified requesting department approval.
- Write special handling request on invoice (e.g. Will Call, Rush or Wire)
- Specify a non-sponsored charge account (PTAE) for the fee for special handling For handling options and fees, refer to Resource: Payment Handling Methods and Processing Times.
a. The supplier can email invoices in individual PDF files to: @email
PDF files containing multiple invoices will not be processed but several pdf files with one invoice per file can be sent in one email message).
Each invoice should have the Purchase Order Number written on the invoice and must meet Stanford’s invoicing requirements found here, Purchase Order Invoice Requirements)
a. The supplier can mail invoices to the following address:
- Stanford University Accounts Payable
P.O. Box 20410
Stanford, CA 94309-0410
United States
The invoice must include a valid Purchase Order Number written on the invoice and the invoice must meet Stanford’s invoicing requirements found here, Purchase Order Invoice Requirements). Invoices without a valid Purchase Order listed on the invoice are discarded.
- If invoice meets specified criteria, Accounts Payable will process the invoice and schedule payment per the terms specified on the purchase order (e.g. Net 30 days from date of invoice). Refer to Resource: Payment Handling Methods and Processing Times for more information.
- If the invoice does not meet specified criteria, requisition originators will be notified of an invoice hold, the reason and required action.
