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.
  • 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

Contact Info

Procurement Office
Room 305 Hardway Hall
1201 Locust Avenue
Fairmont, WV  26554

Phone:  (304) 367-4845
Fax:  (304) 367-4706

Procurement Office is located on the 3rd Floor of Hardway Hall