Requests for payments must include the fund manager approval on the request, or with an attached email confirmation.
Pay a PO Invoice – Please reference the purchase order number directly on the invoice for payment.
Pay an Invoice – Please indicate the index and account code (or description of services if you are unsure of the account code).
Wire Transfer Request – Use this form if you are requesting payment be made via wire transfer and include this form with your invoice payment option above.
Q: Why am I asked to approve an invoice that is $5,000.00 or more for payment?
A: Your approval of invoices $5,000.00 or more is to ensure that the goods or services were received in good order before payment is made to a vendor. If a check is sent to the vendor without this approval, it is more difficult for you, the purchaser, to resolve issues with the vendor.
Q: I received a reimbursement check, but I have since lost the check. What do I do?
A: Contact Accounts Payable to request that a replacement check be issued to you. The lost check will be voided in the system, so if you locate it, please do not attempt to cash it. If the lost check is found at a later date, please forward it to Accounts Payable.
Q: Can I turn in my PO or FPO paperwork to Accounts Payable?
A: It is preferable for you to submit this paperwork to Purchasing for processing. If this paperwork it turned in to Accounts Payable, it may delay processing of the paperwork.
Q: I took my check to the bank and they would not accept it because it was too old or stale dated. What do I do?
A: Stale dated means the date on your check is at least 6 months old and the bank cannot accept these checks. Please contact Accounts Payable to request a replacement check be issued to you.
Q: I have checked my index and I can see that a payment was made, but the vendor has contacted me saying they have never received the check. What do I do?
A: Contact Accounts Payable with the vendor name and the invoice(s) in question. The payment will be verified and an inquiry regarding the status of the check will be made with the bank. If the check has cleared the bank, a copy of the check (front and back) will be obtained and provided to you for further review with the vendor. If the check has not cleared the bank, a stop payment will be put on the check and a replacement check will be issued. Please be prepared to verify current address information for the vendor.