Processing Invoices for Purchase Orders
Invoices related to purchase orders created in Kuali are entered by the Supply Chain Invoicing team (with a few exceptions). All invoices must include a valid PO number.
Instructions for Processing:
- Send invoices, by PDF attachment, to email@example.com for processing. Send only one PDF invoice per email.
- The Invoicing team will create and submit the PREQ document for approval routing.
- PREQ’s are reviewed or approved by departments depending on thresholds.
- Invoices are generally processed by the invoicing team within 3-5 business days.
- Payments are made to the supplier via check, ACH, wire or credit card.
Points to remember:
- Sales tax at UC Davis requires the full 10 digit postal code. See below.
- Campus is not in the city of Davis.
- See Tax Reporting for additional information.
- The Purchase Order may require line-item receiving before the PREQ can be approved.
- For special requests, such as rush invoices or special handling, visit the Special Requests page.
How It Works
- After final approval of payment, UC Davis notifies U.S. Bank that the disbursement is authorized.
- The supplier receives an email from U.S. Bank with the credentials and a link to the PaymentPlus website.
- The supplier logs in and retrieves a one-time credit card preauthorized for any invoices included in the current remittance.
- The supplier processes the credit card for the amount due, using their point-of-sale system.
- U.S. Bank bills UC Davis for the prior day’s transactions through a daily batch job, and payment is remitted to U.S. Bank via Direct Debit.
Campus versus City of Davis
- We are NOT tax exempt.
- The UC Davis campus is not considered part of the City of Davis, and thus only has a 7.25% sales tax rate.
Deliveries made to off-campus locations should use the correct local tax rates.
- The Kuali Financial System determines the 7.25% tax rate by the 4-digit suffix added to the 95616 postal code (ex: 95616-5270).
- If a supplier invoices the incorrect tax rate, the invoice will either be short-paid or over-paid, depending on the proper rate per the delivery address. The supplier will be notified of the discrepancy by a check stub note added to their remittance. (A corrected invoice is not necessary if the mistake relates to city versus campus tax rates.)
For more information about UC Davis sales tax, see Tax Reporting & Compliance.