Invoice Documentation Checklist

Required Invoice Documentation

As a state agency, Virginia Tech is required to comply with Virginia’s Prompt Payment Act. To maintain compliance, departments should forward the vendor invoice or payment request with complete documentation to the Controller’s Office at least 10 working days before the due date for the Controller’s Office to process. Payments cannot be processed until all required documentation for the payment type has been received.

Invoices paid against a PO should be submitted to vtinvoices@vt.edu as a PDF file with the PO# listed on the invoice prior to submission. Please only submit 1 PDF file per e-mail.

The following is a list of documentation needed to complete the payment process for various types of payments. 

Honorarium

Honorarium is a payment given to professional persons for services for which fees are not legally or traditionally required.

• Allow at least 10 business days for processing if the check is needed at the event
• Honoraria cannot be paid to a Virginia Tech employee
• Required documentation:
  •  IRS W‑9 form for US Citizens or W‑8 for foreign nationals
  •  Independent Contractor Form (20 questions) completed by department
  •  Invitation letter or event agenda
  •  Documentation containing:
    • payee name
    • remit address
    • event date
    • dollar amount
• For payments over $500: justification from faculty sponsor describing the individual’s experience, expertise, and education

Prepayment

A payment issued before goods are received or services are performed.

• Required documentation:
  • Final invoice only with vendor prepayment terms clearly listed on invoice. (Proforma invoices, quotes, statements, order forms, and emails are not acceptable)
  • IRS W‑9 for the US company or W-8 BEN for foreign nationals
• Membership or registrations need fully completed forms attached

People Payment (Non-Employee)

A payment issued to a non‑employee for services rendered. These payments require verification that the individual is eligible to be paid through Accounts Payable rather than Payroll.

• Required documentation:
  • IRS W‑9 form for US Citizens or W‑8 for foreign nationals (NOTE: The name on form must match payee name)
  • Flyer or agenda, if available
  • Completed Independent Contractor Form (20 questions)
    • not required for artists, officials, CPE
  • Invoice that includes:
    • payee name
    • remit address
    • date and description of service
    • dollar amount

Non-Employee Reimbursements

A reimbursement issued to an individual who is not a Virginia Tech employee.

• Required documentation:
  • Proof of payment such as:
    • itemized receipt
    • bank or credit card statement (account information should be redacted)
    • invoice showing paid or zero balance
  • A statement from the department containing:
    • payee name
    • remit address
    • dollar amount
    • the business purpose for the reimbursement

Hotels - Conference

Lodging expenses associated with attending or hosting a conference held at a hotel.

• Required documentation:
  • itemized invoice for room charges required
  • itemized receipt or invoice for food required
  • participant list identifying VT vs. non‑VT participants
  • business purpose for attending the conference

Hotels - Overnight Stay Only

Lodging expenses incurred for an overnight stay while traveling on official Virginia Tech business.

• Required documentation:
  • itemized invoice for room charges required
  • itemized receipt or invoice for food required
  • justification if costs exceed per diem rates
  • business purpose

Food Payments by Fund Number

A payment for food provided at an in‑person meeting or event conducted for official university business. Food payments have additional requirements that vary by fund type and approval authority.

Fund Numbers 1 & 2 (State and Overhead Funds)

Submit using the:

• Food Approval Form
• Alcohol or bartender fees cannot be paid on these funds (Exceptions IFSCC & Dining)
• Must be within per diem
• Required documentation:
  • business purpose
  • date and time of function
  • attendee list
  • itemized receipt

Fund Numbers 3 - 54 (Grants)

• All approvals must come from OSP Project Administrator
• Alcohol requires additional approval from OSP Project Administrator
• Must be within per diem
• Required documentation:
  • business purpose
  • date and time of function
  • attendee list
  • itemized receipt

Fund Numbers 5 - 6

• No approval needed from AP Manager or AP Supervisor
• No per diem requirements
• Alcohol and bartending fees are not allowed (Exceptions CPE courses and self‑generated funds)
• Required documentation:
  • business purpose
  • date and time of function
  • attendee list
  • itemized receipt

Fund Numbers 9 - Agency Funds

• No per diem requirements
• Alcohol is not normally paid
• No requirements to comply with Policy 30130 (excluding local extension funds)
• Required documentation:
  • business purpose
  • time and date of function
  • attendee list
  • itemized receipt