Enclosures

The term "enclosure" means that a copy of the invoice is to be mailed with the check to the vendor. If no invoice number is provided by the vendor, the customer account number should be used as the invoice number. In the absence of an actual invoice or customer account number to reference in the invoice number field, an enclosure code could be used.

The remittance advice that the vendor receives contains the purchase order number and vendor invoice number so that a vendor can properly credit our payment. Therefore, it is our policy not to send a copy of the invoice with every check. Enclosures should only be needed in rare cases and should be limited to those cases to reduce the additional cost to the university to send enclosures.