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Invoice Received Directly From Vendor

If an invoice is received in the department directly from a vendor, it is critical that the invoice be forwarded to Accounts Payable as soon as possible;

  1. First, verify that the invoice belongs to your department.
    If it is not yours, Mail it to the Accounts Payable Office.
  2. If the invoice belongs to your department:
    • Date stamp the invoice
    • Verify that the goods/services have been recieved and that the billing amount is correct - call the vendor if you note any discrepancies.
    • If the invoice is "ok to pay" apply a coding block label - call 4-5599 if you need a supply of coding blocks.
    • Complete the coding block.
    • See Completing the Invoice Coding Block
    • Have the coding block signed by an "authorized signature" - two is required if the amount is $50.00 or greater.
    • Mail the original and one copy of the invoice to Accounts Payable.
    • Last, keep a copy for your records. Retain records for three years for audit requirements.


If you need assistance, contact the Financial Services Help Line: 410-704-5599





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