University Invoicing Requirements

The University has automated invoicing in place and requires all invoices to be submitted electronically or via email (hard copy invoices are not accepted).

In addition to ATO requirements for tax invoices, the below requirements must be followed:

  • Purchase Order number
  • Address invoice to 'University of Melbourne'
  • University reference person and contact details
  • Tax invoice document is in PDF format
  • One tax invoice per PDF document
  • Invoices that quote a valid Purchase Order number should be submitted via email to

Invoices without a purchase order please contact your university reference person to obtain a purchase order.

For queries regarding Invoicing Requirements please contact us.

Payment Terms

The University’s standard payment terms are 30 days after the end of the month in which the invoice is dated.

For instance, an invoice dated 1 August will be scheduled for payment by 30 September.

For queries regarding University Standard Payment Terms please contact us.

Scheduled payment notifications and remittance advices

Scheduled payment notifications are automatically generated every Tuesday (typically before COB). These notifications provide our suppliers with a status update on all their invoices that have been received for processing but have not reached the scheduled payment date.

In instances where an invoice has passed the scheduled payment date and payment has not been received, please refer to the invoice status column on the statement.

RFP = Ready for Payment: No action required.

IP = In Progress: Expected payment date is subject to successful processing of the invoice by the University. No action required.

ADA = Awaiting Department Approval: To follow up, please contact your University representative (i.e. department contact person pertaining to the invoice)

PDA = Pending Department Action: Pending confirmation of delivery of goods/services from the department. It may also include transactions being disputed. Please contact the University Service Centre on (03) 834 40888, option 4 option 2 for further information.

  • Recently submitted invoices require time to process and may not appear on the current notification.
  • International payments can take 1-5 business days after the scheduled payment date to be credited into the bank account, depending on processing times by the supplier’s bank.

Remittance advices are automatically generated upon successful completion of payment runs. Thursdays for domestic suppliers and Wednesday for international suppliers.

For queries regarding Scheduled Payment Notifications & Remittance Advices please contact us.