Invoicing Guide for Vendors/Suppliers

Important things to remember:

  • Generating an invoice is the sole responsibility of the vendor/supplier.
  • Invoices must contain complete information. Vendors/suppliers must provide the detail on their invoice for Facilities Operations Budget and Purchasing to effectively process the invoice for payment.
  • Invoices must include vendor/supplier contact information (i.e. address and telephone number).
  • Facilities Operations Invoices must include a Purchase Order number. When the order is placed by Purchasing and the vendor/supplier is given a Purchase Order (PO) number, it is important that the PO number be included on each invoice and any related document.
  • Failure to comply may result in the delay of payment.

Unacceptable Documents

Facilities Operations Budget and Purchasing is unable to accept the following documents as “invoices:”

  • Email conversations
  • Notes, meeting minutes, written conversations
  • Renderings, drawings, and technical specifications
  • Sales orders
  • Statements of account
  • Third party invoices
  • Work orders 

Submitting Invoices for Payment

By Mail:

You should submit an invoice for payment to the address indicated on Purchase Order or as instructed by Facilities Operations Purchasing. Sending your invoice to the correct location ensures prompt payment. All invoices for purchases made by Facilities Operations Purchasing should be mailed to:

Rose-Hulman Institute of Technology
Facilities Operations
Attn: Julie Lunsford
5500 Wabash Ave.
Terre Haute, IN 47803 

All purchased goods should be mailed to:

Rose-Hulman Institute of Technology
Attn: Susan Reynolds
5500 Wabash Ave.
Terre Haute, IN 47803 

Payment Inquiries

Once you submit your invoice for payment, Facilities Operations Budget and Purchasing will route and secure approval from the proper authorities within the Institute. If you have not received timely payment and wish to inquire about the status of your invoice, you may contact our Hotline at:

Email: Lunsford@rose-hulman.edu
Phone: 812-877-8114
Fax: 812-877-8182

Policy on Unsolicited Visits 

Vendor and Contractors are requested to have an appointment with Facilities Operations Staff. Please call 812-877-8425 to schedule an appointment.