Systems and Procedures
A Division of The Corporate Controller's Office


Table of Contents:


The Invoice forms are designed to provide uniform invoices for the University for the billing and recording of charge sales of materials and services (as authorized by Policy FN14 ) by departments of the University to entities outside the University (i.e., having no University budget) where settlement cannot be made by an IDCC .

The Bursar maintains the Accounts Receivable via CARP (Central Accounts Receivable Portal) for areas of the University that have NOT been authorized to maintain their own accounts receivable. For areas that HAVE been authorized, the respective Business/Finance Office will maintain its own accounts receivable. For more information on Charge Sales and Billings, refer to University Policy FN02 .

NOTE: To maintain their own receivables, areas must request authorization and receive approval in accordance with Policy FN02 and Procedure CR2066 - Guidelines for Accounts Receivable .

General Information:

Exhibit and Instructions:

To view document exhibits, check on link below:


NOTE: Available only to those areas authorized by the area Budget Executive and Financial Officer to maintain an Accounts Receivable System according to the provisions of Procedure CR2066 and FN14.

Form Requirements

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Retain the last two copies as indicated below and send the original and first copy to the customer.

Table of distribution and retention of the Invoice form
Invoice Form Ultimate Distribution: Retention Periods:
(after settlement)
Original White Customer - - - - -
1st Copy Yellow Customer (to return with
remittance to the local
Business Office)
- - - - -
2nd Copy Pink Business/Finance Office
(receivable file)
Refer to Financial Record Retention Schedule
3rd Copy Green Originating Department (After payment) Current fiscal year +1 year

Contact Information:

For questions, additional information, or to request changes to this form, please contact Systems & Procedures.

Cross References: