Types of Payments

Vendor Invoices

All payments for goods and services are processed by the Accounts Payable Office. To request payment of an invoice, please sign, date, and write the accounting distribution on the invoice. Make sure the vendor's federal identification number is also on the invoice. We cannot process payment requests without the appropriate information.

If you need the check to be returned to you, you may attach a Check Request Form to the invoice. If a check request is attached, the check request must be properly approved before submitting to Accounts Payable.

Check requests must be submitted for honorarium payments. Supporting documentation must be attached. Examples of acceptable documentation include: contract, letter, email, copy of announcement or pamphlet, etc. If the payment is being made to an individual who has not been paid by Accounts Payable before, the Independent Contractor Checklist must also be completed and attached to the check request form. Check requests cannot be processed without the appropriate documentation.

Please review our Disbursement Guidelines for detailed information on completing a Check Request Form.

Reimbursements

All reimbursements over $50 are processed through the Accounts Payable Office. For general expense reimbursements, complete the Check Request Form and attach the supporting documentation, i.e, receipt.

For travel or moving expense reimbursements, complete the Travel and Entertainment Expense report form and attach receipts. Any receipts smaller than a 5 x 7 sheet of paper must be taped or glued to an 8 1/2 x 11 sheet of paper before submitting to Accounts Payable. All reimbursement requests must be signed by the person receiving the reimbursement and must be approved by the appropriate dean, director, and/or department head. Contact your department or school to determine who must approve your requests.

For reimbursement requests of $50 or less, a Petty Cash Form can be completed and taken to the Cashier's Office in Sarah Brunet Hall for reimbursement.

For detailed information for the proper completion of the Check Request Form, Travel and Entertainment Expense Report Form, or Petty Cash Form, review our Disbursement Guidelines.

Student Refunds

Student refund checks are issued through the Accounts Payable Office; however, the Student Accounts Office is responsible for initiating the refund. Questions regarding student refunds should be directed to Student Accounts at (804) 289-8147.