As part of our effort to remain committed to the health and safety of our community, effective Monday, March 23, 2020, the Finance Division will be taking the following temporary precautions:
The Accounts Payable office will be closed to visitors. Please drop any work for processing into the cabinet outside of the Business Office. We encourage you to submit payment requests electronically to firstname.lastname@example.org. Please include in the email the check request/invoice/expense report, receipts, account coding and authorization. There have been no changes to budget authority/approvals. However, we will accept a scanned authorization signature on the request, DocuSign signatures or an email from the budget approver explicitly stating approval and request for payment. An approval email included in the chain or sent directly from the approver and attached is acceptable. Please note that we may need to prioritize payments. This may slow down our regular processing time. Should you have time sensitive requests, please reach out to us.
Checks will be placed in the mail and unavailable for pick up in the Business Office or Student and Departmental Account Services. Please ensure your address is accurate with the college and included on the payment documents sent to AP. We encourage you to take this opportunity to enroll in direct deposit via WebAdvisor for reimbursements and via the Student Account Center for student account refunds.
Student and Departmental Account Services window will be closed. Cash reimbursements will be limited with check and direct deposit payments as a default. Should you be approved to receive a cash reimbursement, we ask that you contact Student and Departmental Account Services at email@example.com to schedule an appointment.
Accounts Payable disburses payments to vendors, staff and students. Payments are made by check, electronically by direct deposit. Expense reimbursements of under $50, to be made in cash are paid by Student and Departmental Account Services.
Accounts Payable Schedule
Payments are processed by Accounts Payable once a week. Check Requests received by 12:00 PM on Friday are available the following Friday after 12:00 PM. Invoices are paid per the vendor terms when due. Completed check requests under $50.00 that are signed by the budget manager can be taken directly to Student and Departmental Account Services for cash reimbursement.
Check Requests submitted to the Business Office after Friday at noon will not be included in the check run.
Exceptions will be considered as follows:
- Requests for payment received on Friday afternoon or the following Monday: inclusion in the weekly run will be at the discretion of the AP staff. This will depend on the volume of work received before the cut-off.
- Requests for payment received on Tuesday or Wednesday: inclusion in the weekly run must be approved by Marietta Lawson (Director of Accounting) or Andrea Dooley (AVP of Finance/Controller).
- Emergency checks: requests to issue payments on an emergency basis must be approved by Marietta Lawson (Director of Accounting) or Andrea Dooley (AVP of Finance/Controller). These will be approved only when the situation is urgent and immediate payment is necessary. The department will be assessed a $25 fee for each emergency check prepared.
If you have not enrolled in electronic payment for reimbursements, payment via paper check may be retrieved from Student and Departmental Account Services. Checks may be mailed to a home or business address. We do not mail checks through campus mail.
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