Invoice Processing

Invoices submitted by suppliers are matched with the approved purchase orders generated from the RU Marketplace system and then paid. Invoices with a valid university purchase order are only accepted through email. Paper invoices will not be accepted. Invoices submitted must have the following:

Reference a valid Rutgers purchase order. Invoices submitted without a valid purchase order will not be processed.
The “billed to” must list “Rutgers, The State University of New Jersey.”
Both a unique invoice number and invoice date. Duplicate invoice numbers will not be accepted.
Rutgers order and ship-to contact information.
If taxable and non-taxable items are included on the same invoice, separate the total taxable and total non-taxable amounts (preferred).
Single email attachments (preferred).

File must be one of the following file types: .PDF, .DOC/.DOCX, .TIF/.TIFF or .JPEG/.JPG.

Please do not send inquires or duplicate invoices. This is an invoice processing address that does not respond to email inquiries. Units are responsible for:

Adequate funding on the purchase order
Completing the purchase order before the supplier delivers the goods or services
Reminding the supplier to send invoices directly to Accounts Payable
Timely responding to requests to review invoices via comments

Rutgers University offers improved payment terms for suppliers who sign up for electronic payment and invoicing. Electronic methods often mean faster processing and fewer delays, as well as supporting the green initiatives to reduce paper use.
To take advantage of this offering, an active supplier must be registered with Rutgers to select the ePayment and/or eInvoicing method by completing the form at the bottom of this website. Rutgers Procurement Services will follow up with the supplier.
ePay (Virtual Credit Card) is the digital form of a physical credit card and has a unique card number that is assigned to the enrolled supplier.
- Payment term: Net 0, immediate upon invoice approval
- Enrollment: The supplier receives instructions from Rutgers to complete the virtual card enrollment application with Bank of America. There is no enrollment fee for a virtual card with Rutgers; however, the transaction has a bank fee, depending on the supplier’s banking institution.
- Process: The supplier receives the approved invoice payment from the assigned virtual card and charges the card to receive payment.
Paymode-X (ACH) electronically deposits payments into a designated bank account from the supplier via ACH (Automated Clearing House).
- Payment term: Net 45; Net 30 with Portal eInvoicing and Paymode-X enrollment
- Enrollment: The supplier receives a link to complete the Paymode-X enrollment with Bottomline Technologies (Bank of America partner). There is no enrollment or transaction fee for Paymode-X when enrolling with Rutgers.
- Process: The approved invoice payment is deposited to the bank account designated by the supplier in their Paymode-X account.
Portal Invoicing allows the supplier to log into the Jaggaer (Rutgers procurement system) portal to invoice directly against a PO online, resulting in faster processing.
- Payment term: Net 45; Net 30 with Portal eInvoicing and Paymode-X enrollment
- Registration: The supplier receives instructions from Rutgers to register with Jaggaer to access the supplier portal. There is no registration fee or transaction fee.
- Process: The registered suppliers log in to the supplier portal, search for the PO, then invoice against the PO online.

Invoice Processing