The following instructions apply to all payments; however, payments to Non-U.S. Citizen or to U.S. agents receiving payment on behalf of a non-U.S. citizen require additional paperwork. Please review our Payments to Non-U.S. Citizens page for guidelines on how to handle these payments.
Complete Payment Request Form. You must include the vendor name, amount, general ledger account number to be charged and an original authorized signature approving payment. Please remember that supervisor approval is mandatory for personal reimbursements and VISA payments. Also, all grant-related expenses must be approved by LuAnne Sledge. If possible, include the vendor number (Note 1) Attach documentation supporting the expense (receipt, contract, letter of agreement) and a description of the expense which clearly indicates the business purpose. Payment request forms without this information will be sent back to the person requesting payment. For more information, see the supporting documentation section.
Submit completed payment request form to Accounts Payable by Tuesday at 1:30 p.m. for inclusion in Friday's check run. Forms received after Tuesday at 1:30 p.m. will not be processed until the following week. Please note that invoices not requiring immediate payment will be paid according to the terms indicated by the vendor. If the vendor does not specify a due date, payment will be made on Friday for forms received by the 1:30 pm on Tuesday deadline.
Direct deposit payments (staff & faculty reimbursement and some vendor payments) will be available Friday morning. Checks will be ready after 2 p.m. on Friday. (Note 2)
Note 1: Vendor numbers can be found in the Vendor Lookup database, which is located at P:\Business Services\VendorLookup and other AP Resources. If the vendor you are paying is not yet in Banner, the Vendor must complete a New Vendor Request/Substitute W-9 Form (Individual or Business) and submit it to Business Services to to be added as a vendor in Banner. When you are aware of a new vendor, please send an email to the New Vendor Request mailbox so that we may look out for the form. Please note that we must have a completed form before we can enter a vendor into Banner; we will not set up new vendors based on email requests.
Note 2: In general, checks will be mailed to vendors from our office. If you need a letter or other documentation to be mailed with the check, please submit 2 copies to our office - one to be mailed with the check and one for our files - and an addressed envelope. In the rare chance that you need to hand deliver a check to a vendor, please send an email to "Checks to be Pulled" by Wednesday at 5 p.m. and list the checks you need to have pulled and whether you will pick them up or would like them sent via campus mail. To verify that a check has been issued, please refer to form FAIVNDH in Banner.