PURPOSE:
To assist with, and answer any questions pertaining to the processing of invoices through the State system.
Payments begin with an invoice, or payment request document.
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:
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Original from the vendor containing vendor’s name and address.
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Fax or copy of original certified by the Procurment Office and Chief Financial Officer as an original, unpaid invoice.
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VENDOR MUST PROVIDE A UNIQUE VENDOR INVOICE NUMBER
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The vendor’s FEIN number must be identified.
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The invoice must be itemized, including a description of the item, quantity purchased, unit price, and extended price of each item.
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Invoice must be totaled correctly.
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No WV sales tax on invoices from in-state vendors. Out of state vendors can charge their state tax rates.
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Order and shipment date must be indicated.
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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.
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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
