New Messaging for Supplier Invoice Receipt

The feedback from users across Grounds has been invaluable in helping us identify areas for improvement in our communications and accounts payable processes (we're looking at you, Fiscal Administrators!). We're excited to share an update based on your input.

Automatic messaging reassures suppliers
that we received their invoice

Automated Messaging Confirming Receipt of Supplier Invoices

As of October 18, 2024, suppliers who email invoices to vendor-invoices@virginia.edu will receive an automated message. This message outlines key guidelines for submitting invoices and explains which formatting types can and cannot be accepted by our system.

If you work with vendors, please encourage them to carefully review this automated response. Understanding these guidelines will help ensure their invoices are processed smoothly and without delays.

A Small Request: Avoid Duplicate Invoice Submissions

We ask that suppliers avoid sending the same invoice to both AskFinance@virginia.edu and vendor-invoices@virginia.edu. Submitting to multiple addresses can cause processing delays and create extra work for our Accounts Payable team. Your help in communicating this request to vendors is greatly appreciated.

Questions? We’re Here to Help!

If you or your vendors have any questions, the Accounts Payable team is ready to assist. Please reach out to us at AskFinance@virginia.edu.

Thank you for your continued partnership in helping us improve these processes. Together, we’re making things easier and more efficient for everyone involved!