Receiving Reports

The Office of Finance is responsible for ensuring that all payments for the University are processed in accordance with all relevant Commonwealth of Virginia and University policies and procedures, Internal Revenue Regulations, and Virginia state code regulations including prompt payment of invoices and proper documentation of receipt of goods and services.

As a state agency, Old Dominion University is required to pay for all delivered goods and services by the required payment due date.  The required payment due date is established by the terms of the contract.  If no contract exists, Old Dominion University is required to pay invoices 30 calendar days after receipt of a proper invoice or thirty days after receipt of the goods and services, whichever date is later. 

Departments are responsible for ensuring that all goods and services are received and properly documented as received.

The Departmental Receiving Report Procedure (6-085) explains how to complete the receiving document upon receipt of goods, supplies, equipment, or services.  The procedure provides departments with additional information on Commonwealth receiving report policies and procedures that the University is required to adhere to. 

Receiving documents provide an auditable source of verification that goods or services are received in good condition and serves as departmental authorization to pay.  Departments are responsible for completing and submitting a receiving document for each invoice as authorization to pay. 

Late Receiving Reports

Submit a receiving document as soon as you receive your goods/services.  Commonwealth and University policy require that you submit your receiving document to Accounts Payable within 3 working days after delivery.  Failure to submit your receiving document (hard copy receiving report or completed  e-receiver, whichever is applicable) for each invoice by the required deadline or without the required essential elements (refer to procedure 6-085) included may result in payment delays.