Elements to include on Custom Invoice Forms

1. Invoice Number: A number assigned by Invoice Receivables - generally 6 digits
2. Date: Date invoice is prepared
3. Issuing Department: Department name, address / box number, contact name and phone number
4. Type of agency/business being billed: State reporting requirement for the Office of Financial Management
   • Fed. Govt - Federal agencies (i.e. U.S. Dept of Ecology, U.S. Army)
   • WA St. Agency - Washington State agencies excluding the University of Washington, local agencies funded by the State, city or county (i.e. Metro, most Indian Tribes within the state)
   • Other Govt - City, county or state agencies outside the state of Washington (i.e. Idaho State University, Portland Public Library)
5. Who is being billed: Name of the individual, company or government unit that is being billed. The complete address including name of company or individual should not exceed four lines. An individual's name should appear on the first line only if they will be responsible for making the payment.
6. Items being billed: There is a maximum of 3 budgets per invoice. If more than one is being used, list each separately with the item and amount to be credited to that budget
   • Budget number for each item
   • Revenue Code
   • Description of item
   • Amount of each item
   • Tax if needed
   • Total invoice amount due
7. Payment information: Include payment information - checks should be made payable to UW Invoice Receivables and mailed to IR, not directly to departments for processing. A copy of the invoice should be included or the UW invoice number should be referenced on the check.
8. Payment Address:
   University of Washington
   Invoice Receivables
   Box 355872
   Seattle, WA 98195-5872

Student Fiscal Services
A department of Financial Management
sfshelp@u.washington.edu
Modified: February 7, 2003