Vendor Addressing to Westmont - Example
Because our campus post office has a 100% certainty rule for routing mail, mis-addressed mail is returned to the Office of Procurement & Auxiliary Services, and we return the mail to you when appropriate. If you received back an invoice or other correspondence, you were directed to this site, and the “Vendor Addressing at Westmont” page explains our policies on addressing at Westmont. All departments at Westmont are directed to communicate this policy to you when beginning a business relationship, but sometimes the message gets lost somewhere in the chain. The result is correspondence that requires extra handling by our campus post office.
Because our goal is that no one in the campus post office should need to open an envelope to determine the correct recipient, we return the mail to you to communicate this policy.
If the correct department name is on the invoice, such as in the “Ship To” address, but not in the “Sold To” field that shows through a window envelope, this is a non-compliant mail piece which will be returned. In a very real sense, yes, you are doing business with Westmont College, and your contribution is valued and appreciated. However, in another very real sense you are specifically doing business with the department that placed the order with you, and in our system they are the ones who must receive the invoice.
This method has proven to be the most effective way to quickly inform you of the problem, correct it, and reduce extra handling. Correcting the problem in your system ensures that all future mailings will sail on through our system to the intended recipient. Please remember that there is no “Accounts Payable” department at Westmont, and all invoices must be addressed to the department which placed an order with you.
Below is an example of a properly addressed window envelope:
(image missing - we are working on this)
