Please contact Accounts Payable at 520-621-9097 or FNSV-Accounts-Payable@arizona.edu to request an additional invoice number creation that does not fall within these guidelines.
Invoice number(s) is a required field on the Disbursement Voucher (DV) and is utilized for multiple purposes including providing instructions for vendor/payee, eliminating duplicate payments, and reporting features for multiple payments to the same payee to identify each payment (e.g. refunds, reimbursement, travel, etc).
An invoice number provided by the vendor should ALWAYS be referenced in UAccess Financials in the 'invoice number' field. This document should only be utilized to provide guidance should no invoice number be available. For consistency purposes, dates should reflect the MMDDYYYY date format whenever possible utilizing the following guidelines.
| Payment Reason | Invoice Number Recommendation | Example |
|---|---|---|
| A - Award/Prize | AWARD + date of Award | AWARD05152021 |
| B - Refund | REFUND + Date revenue received | REFUND03222021 |
| E - Expense Reimburse | EXP + REIM + oldest receipt date | EXPREIM05152021 |
| F - Foreign Visitor Payments | FVP + oldest receipt date | FVP5152021 |
| I - Independent Contractors | SERV + last date of service provided | SERV05152021 |
| H - Interview Expense | EXP + Career Track Job Number | EXP1234 |
| M - Moving Expense | MOVEXP + oldest receipt date | MOVEXP05152021 |
| X - Other: Dues Catering Entertainer Lease Operational Advance Registration Fees Subscriptions Subject Payment |
DUES + Last Name+MONTH+YR CATERING + Date of event ENT + date of first performance LEASE + LEASE # + month + year OPADV + Date funds required REGFEE + Last Name SUBS + Last Name Date(s) of participation |
DUESSTROMAUG2021 CATERING05152021 ENT05152021 LEASE569AP2021 OPADV12152021 REGFEESTROM SUBSSTROM 0515201205232021 |
| Y - Prepaid Travel Expense | PREPAY + TRV + Last Date of travel | PREPAYTRV11152021 |
| P – Royalty/Permission Fee | ROYALTY + Monthly and Year of Period covered FEES + Month and Year of Period covered |
ROYALTYJAN2021 FEESJAN2021 |
| N – Stipend | STPND + Month + Year | STPNDAUG2021 |
| V – Travel Advance | End date of travel | 12152021 |
| T - Travel Expense | TA# + EXP + End date of trip Add A, B, C... if multiple reimbursements |
T123456EXP01052021 T123456EXP01052021A |
| K – Utilities/Freight | Billing account number + billing month + YR | 123456789JUN2021 |
Default invoice number
Use the most recent date identified for the expenditure and an Accounts Payable Specialist will edit based on Accounts Payable criteria.
Supplemental Guidelines - Department Specific
This table below is for Accounts Payable to identify criteria for unique situations with departments that have specific requirements.
| Payment Reason | Invoice Number Recommendation | Example |
|---|---|---|
| X - Other Miscellaneous Type of Payment: | ||
| Petty Cash | PETTYCASH + date initiated | PETTYCASH08152021 |
| Petty Cash Replenishment | PETTYREV + date initiated | PETTYREV08152021 |
| Change Fund | CHGFUND + date initiated | CHGFUND08202021 |
| Cooperating Teachers | COOPTEACH + semester + year | COOPTEACHSPR2021 |
| Homeland Security | LASTNAME + Application Type LASTNAME + FEES LASTNAME + PREM |
STROMH1B STROMFEES STROMPREM |
| ICA Officials | OFFICIAL + date of event (or 1st event) | OFFICIAL08202021 |
| Athlete Meal Reimbursements | ATHLETE + Period Covered | ATHLETE120112121512 |
| Check Reissues | ORIGINAL INVOICE NBR + REIS | EXPREIM05152021REIS2021 |
| Revolving Operational Advances | REVOPAD + Date Required | REVOPAD06012021 |
| Hotels | HTL + First date of stay/event + LAST NAME HTL + First date of event + GROUP HTL + First date of event + BANQUET |
HTL04132021STROM HTL04132021GROUP HTL04132021BANQUET |