Billing & Payment

W-9 Form
Tax Exemption Forms
Submitting an Invoice
Purchasing Card Transactions
Payment and Terms 

W-9 Form

View The Pennsylvania State University’s employer identification number.

Tax Exemption Forms

Certifications for tax exempt states. 

Submitting an invoice

Material or services should not be provided without an authorized standing order, purchase order, or limited order, and should not exceed the dollar amount stated on the order.

Please submit itemized invoices to [email protected] according to the Invoicing Terms and Conditions. Invoices submitted without the requested  information below will be returned without payment:

  • Business name
  • Supplier name
  • Invoice date
  • PO number
  • Remit to address
  • Line items match PO
  • Invoice number (if applicable)

Invoices may also be mailed to The Pennsylvania State University, Purchasing, 101 Procurement Services Building, University Park, PA, 16802. 

To inquire about the status of a payment, please email [email protected].

Purchasing Card Transactions

Penn State Purchasing Card transactions are handled like any other standard Visa charge. If you are currently Visa capable, you do not need to take any further action in order to participate in the Purchasing Card program.

To begin a Visa program, contact your financial institution or PNC Bank (1-800-685-4039 or 1-888-562-2300).

Things to keep in mind

  • You must provide cardholders with an itemized receipt or a priced packing slip.
  • Do not send Penn State an invoice for purchases made with the Purchasing Card.
  • A purchase made with the Purchasing Card requires only a receipt or priced packing list; it does not require an additional invoice from the supplier.

PAYMENT AND TERMS 

Suppliers, guest speakers, honorariums, and research participants must register before Penn State procures a good or service. An approved supplier may login the Supplier Portal to set up Automated Clearing House (ACH), a direct deposit in a bank account. A paper check is the default method for approved suppliers. 

Shoppers, or an assigned substitute, complete a goods confirmation, acknowledging what they received matches the PO description, quantity, and price. In most instances, the goods confirmation should be completed prior to the receipt of the supplier’s invoice. When Accounts Payable receives the invoice, they match the information referenced on the invoice against the PO and Goods Confirmation, completing a three-way match between the purchase order, goods confirmation, and invoice receipt. Payments will only release when the three-way match is complete and are made according to the supplier payment terms pulled from the Supplier Portal.