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Invoice Payment Process for Domestic and Overseas Suppliers

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Invoice Requirements

The University of South Australia requires suppliers submit invoices or credit adjustment as an individual attachment to the following centralised email address: unisa.taxinvoices@unisa.edu.au.

The key information must be included on the first page of the invoice or credit:

  • ATTENTION TO:  followed by either a contact name of university staff member or Academic Unit/Central Administrative Unit that the goods or services were provided to.
  • Your ABN if applicable (no smaller than 10 font size).
  • Unique invoice number.
  • Purchase Order number (if provided).
  • Description of goods or services.
  • Invoice Total, GST and Inclusive Amount (for Domestic AUD suppliers).
  • Invoice Total and Currency (for international, non-AUD suppliers)
  • Bank Details for Electronic Funds Transfer.

Invoices and credits are to be in electronic format and should be system generated rather than scans of hard copies. Accepted electronic formats are PDF or TIF. There is no need to send a hard copy of the invoice/credit via mail once it has been sent electronically.

It is essential that invoices meet all the criteria above to facilitate prompt payment.  If the central Accounts Payable area is unable to determine the area within UniSA responsible for payment, invoices will be returned to suppliers requesting further information, which will delay the payment process.

If you do not have the ability to send system generated invoices, please see the FAQs section below for alternative methods.

If you have any questions, please contact: accountspayable@unisa.edu.au.

FAQs regarding the Invoice Payment Process

Why is the University of South Australia requesting these changes?

The University of South Australia (UniSA) has implemented a centralised invoice processing system which will electronically workflow your invoices and credits through to the relevant area for approval. This will streamline the process and reduce the time between the invoices being received and then approved for payment.

How do I follow up outstanding invoices?

In the first instance, please contact the staff member or the area who requested the goods or service.  Please do not resend your invoice, as this may result in your payment being delayed while problems associated with duplicate invoices are being resolved.

What is the best way to send my invoice to ensure payment is not delayed?

  • Please send your domestic invoice/credit in electronic format to: unisa.taxinvoices@unisa.edu.au.
  • Please ensure the electronic tax invoice is very clear as we use Optical Character Recognition (OCR) to automatically extract information from your invoice. It is important that invoices and credits are system generated, rather than scans of hard copies.
  • It is important that there is only one invoice/credit in electronic format per attachment but the email can have multiple attachments.
  • Accepted electronic formats include: PDF or TIF.

How can I send my invoice if I do not have the facilities to email a system generated invoice to the central email address?

If emailing your invoice/credit is not possible, you may post them to:

University of South Australia Surface Mail
Accounts Payable
Finance Unit (101-06)
GPO Box 2471
Adelaide SA 5001

What if I mail my invoice to the delivery address?

Your payment may be delayed. Please see above question three.

How do I know that my emailed invoice has been received?

You will receive an acknowledgement email from us.

Do I send a hard copy invoice as well as emailing my invoice?

No.  This will result in your payment being delayed while problems associated with duplicate invoices are being resolved. Although we would prefer emailed invoices, if you continue to send an invoice with the goods, you do not need to send an invoice by email or surface mail.

Why has my Invoice been returned to me?

Your invoice may be returned to you for one of the following reasons:

  • failure to quote a valid Purchase Order number or the contact name of the University staff member or the area who requested the goods or services
  • quoting an incorrect contact name or area
  • failure to include bank details
  • failure to quote a unique invoice number
  • the invoice is of poor quality and is unreadable by our scanner. It may have been manually scanned before being emailed to us

I have submitted my invoice, when will I receive payment?

The University's standard payment terms are thirty (30) days from the date of a compliant tax invoice and satisfactory receipt of goods or services. Any deviation from the University's standard payment terms must be coordinated with the University prior to the invoice being submitted. Please discuss with your University contact.