Vendor Invoice Requirements

 

A payable invoice is defined as a written, printed or electronic document issued by a vendor that is a legitimate, uncontested invoice which possess the following requirements:

  • Original from the vendor containing vendor’s name and address.
  • Fax or copy of original certified by the Procurment Office and Chief Financial Officer as an original, unpaid invoice.
  • VENDOR MUST PROVIDE A UNIQUE VENDOR INVOICE NUMBER
  • The vendor’s FEIN number must be identified.
  • The invoice must be itemized, including a description of the item, quantity purchased, unit price, and extended price of each item.
  • Invoice must be totaled correctly.
  • No WV sales tax on invoices from in-state vendors.  Out of state vendors can charge their state tax rates.
  • Order and shipment date must be indicated.
  • Invoices for services must include the dates of service (beginning and end) and a description of the service provided according to the terms and conditions of the contract or purchase order.
  • Invoices of contract purchases must reference the contract name, contract item number, and page number of the contract in which the item appears.

WV Auditor Code of State Rules