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Accounts Payable

Accounts Payable audits all payment and reimbursement requests before issuing payments in accordance with University and federal policies and regulations. As part of the auditing process, the department ensures appropriate documentation is in place to support the business purpose of an expense in accordance with IRS regulations.

Vendor Invoices

Accounts Payable processes all payments for goods and services. To request payment of an invoice, please sign, date, and write the accounting distribution (index or account code) 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.

Attach a check request form to the invoice if the check should be returned to the requesting department. Please note: Checks are returned to departments in very limited circumstances. 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, e-mail, copy of announcement or pamphlet.

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.

Student Refunds

Student refund checks are issued through Accounts Payable; however, the student accounts office is responsible for initiating the refund. Please direct questions regarding student refunds to student accounts.

Check Run Schedule

Accounts Payable runs checks twice weekly, on Tuesday and Thursday morning, and checks are normally mailed by noon. During holiday weeks or inclement weather, the check run schedule may be changed. The campus community will be notified in advance when the schedule is changed.

Because Accounts Payable staff process checks from 8 a.m.-12 p.m. on Tuesday and Thursday mornings, the office is closed for business during these hours. Phones are not answered until check processing has been completed. Please email acctpay@richmond.edu or leave a voicemail for the appropriate staff member during these hours.

There is a 10-business-day turnaround on reimbursements and payment processing. Please allow at least 10 business days before contacting the office regarding the status of a payment.

Direct Deposit for Employees

All employee reimbursements are processed by direct deposit.

To sign up for direct deposit please complete the direct deposit authorization form and forward to Accounts Payable, along with a voided check. Direct deposit authorization stays in effect until it is cancelled it in writing with Accounts Payable.

With direct deposit, reimbursement checks will be automatically deposited to the specified bank account. This benefit allows employees to receive their reimbursements even when they are away from work. It eliminates having to go to the bank and stand in line to deposit checks. It also eliminates the possibility of a check being lost or stolen.

On the day that direct deposits are run, we issue employees a direct deposit advice in lieu of a check. The advice is an e-mail to the employee's University e-mail account for those with computer access; otherwise, a paper advice will be mailed to the address on the check request or travel reimbursement request. This advice is proof that the money has been processed and is on the way to the bank.

Direct deposit reimbursements will be processed on Tuesdays and Thursdays and funds will be available in two business days. There will be no direct deposits for emergency check runs.

Direct Deposit for Vendors

Vendors who wish to have their invoice payments deposited via ACH should complete the vendor direct deposit authorization form. At least 10 business days are needed between receipt of the authorization and the first ACH payment.

Lost and Stolen Checks

If a University of Richmond check is lost or has not been received, contact the Accounts Payable department at acctpay@richmond.edu so that a stop payment can be placed on the check.

Please allow at least two weeks from the check date before requesting a stop payment, unless there is reason to believe the check has been stolen or misappropriated.

Please know the vendor name, check amount, and approximate date the payment request was sent, so that we may identify the check more readily.

Contact Accounts Payable

Maryland Hall, Room G-13

Monday, Wednesday, Friday:
8:30 a.m.–5 p.m.

Tuesday, Thursday:
12–5 p.m.

acctpay@richmond.edu