Accounts Payable (AP) ensures invoices for goods/services are processed in compliance with all applicable University rules and regulations. Finance Service Delivery is responsible for Iowa State University (ISU) accounts payable processing, which includes:

• Processing payments for invoices authorized by purchase orders and supplier contracts.
• Providing exceptional customer service to faculty, staff, and ISU suppliers.
• Assisting suppliers with inquiries about invoice payment status.
• Ensuring compliance with invoice requirements.
• Requesting and processing credit memos or refunds.
• Ensuring prompt payment to maximize available discounts.
• Investigating invoicing or payment discrepancies.
• Assisting departments in resolving supplier disputes.
• Helping departments interpret supplier invoice details.
• Assisting departments in understanding supplier invoice information.

ISU processes approximately 80,000 invoices annually. Payments to suppliers typically require a valid purchase order or supplier contract. For details on procurement procedures, refer to Procurement and Payment Methods on the Procurement Services website.

Invoices must be submitted to Finance Service Delivery (AP) for processing. To ensure timely payment, send invoices directly to invoices@iastate.edu. You will receive an email once the invoice has been entered into our Workday Financial system. Each invoice must align with the original purchase order or contract and include the following details:

• Supplier name and remit-to address
• Unique supplier invoice number (duplicate numbers significantly delay payment)
• Invoice date
• A valid ISU purchase order or supplier contract number
• "Bill to" must be Iowa State University
• No sales tax for tax-exempt goods/services (ISU is exempt from federal, state, and local taxes, including Iowa Code 423.3(31))
• Cost per item, quantity, and description of goods/services provided
• Current total amount due (not a balance forward)

Upon submitting an invoice, you will receive an automated confirmation of receipt.

ISU does not accept supplier statements in place of invoices, except for utility services (electricity, water, gas, trash, recycling, and phone).

Invoices that do not meet ISU's requirements will be considered non-compliant. The Procurement and Expense Specialist will notify the supplier of the issue and provide details on necessary corrections. The supplier must submit a revised, compliant invoice to avoid payment delays.

A supplier may issue a credit memo for reasons such as returned items, incorrect invoice amounts, overpayments, duplicate payments, pricing discrepancies, or rebates. Credit memos indicate that funds are owed to ISU and can be applied to future payments to the supplier.

Workday will hold all payments until the credit balance is fully applied. If ISU does not anticipate future transactions with the supplier or the supplier works with multiple ISU departments, AP will request a refund check from the supplier.