The University recently implemented a fraud detection tool for all invoice payments, PCard transactions, and reimbursements. After reviewing the results of tool’s output for the calendar year 2021 so far, a specific issue was brought to light – the volume of invoices that are being created by an internal WVU employee instead of by the supplier directly.
A standard control and practice in invoice processing is for the supplier to submit an invoice to receive payments for goods and services.
- Departments/business offices must not alter the invoice.
- It is critical that departments do not change the invoice number when the supplier provides an invoice number. Changes to the invoice number create potential duplicate payment issues.
- Situations where the department who received the goods/services and who is submitting the req/invoice in Mountaineer Marketplace also then creates an invoice should be the rare exception. Our office continues to see where the internal department has created a template for the invoice and created the invoice for the supplier. The supplier needs to create the invoice themselves. With the exception of stipends, refunds, and internal transfers, a true invoice needs to be submitted by the supplier.
- The Payment Services Request Form (form attached to the req in Mountaineer Marketplace in lieu of an invoice from the supplier) should be used as a rare exception as well.
As a reminder, specific information must be included on the invoice:
- Supplier Name
- Supplier Remit-to Address
- Invoice Number
- Invoice Date
- Itemized Description
- Purchase Order Number (if applicable)
Beginning October 1, 2021, invoices created by the departments may result in delays in payment, as Payment Services will be asking why a true invoice cannot be submitted. Payments may also be delayed on invoices where the supplier’s invoice does not contain the information in the list above. If your department creates invoices for suppliers currently, please contact Priya Sankar if you have specific questions on how to have the suppliers begin creating the invoices.