Accounts Payable

This site provides accounts payable information and resources for our employees and vendors. Our accounts payable department processes check and direct deposit requests, corporate credit card payments, maintains vendor master data, and more.

For payment on Friday, fully completed payment request forms and the appropriate supporting documentation must be received by 1:30 p.m. on Tuesday. We will review the payment request package and pay invoices which require immediate payment or do not specify a due date. All others payment requests will be held and paid according to the terms indicated by the vendor. We will post an announcement on Inside Davidson if the deadlines change.

Making Payments

Business Services Office follows a payment schedule, requires payment approval, and guidelines apply when making payments to non-residents and residents or vendors from other states. Learn more about making all types of payments to vendors, processing payments and returned checks. Visit Payroll for payments to employees for work performed, including awards, stipends or grant payments.

Business Expense Reimbursement

We follow the guidelines established by the IRS in order to provide tax-free reimbursement of business expenses. The guidelines require that any reimbursement or expense allowance must be directly connected with or related to the college and written evidence explaining the nature of the expense and proof that you paid it must be provided.

To request reimbursement, you must submit a payment request form documenting the purpose for each expenditure. For all expenses greater than $25, you must attach supporting documentation. Payment requests for travel, including airline tickets, meals and entertainment, must also identify the person(s) included in such expenses. All personal reimbursements must have the approval of the department head or other authorized individual prior to submitting the reimbursement request. You may not approve your own business expenses.

Corporate Credit Cards

Only Davidson College business expenses may be charged to your corporate card. Learn more about the expenses allowed to be charged to your corporate credit card and appropriate usage.

Mileage Reimbursement

Business travel in your personal vehicle is reimbursed using the mileage rate established by Internal Revenue Service guidelines.

Mobile Devices

The college pays approved mobile device expenses for eligible employees. If your job duties require you to be accessible outside of normal business hours or when away from the office on business, you may be eligible. The divisional PES member or his or her designee will approve the mobile device. Due to our cost-efficient contract, only equipment purchased through our contract and added to our corporate account will be funded. The college no longer reimburses employees for charges incurred on personal mobile devices.

Year-End Processing

Budget managers and requestors need to plan ahead during the transition from one fiscal year to next fiscal year. Follow the guidelines for year-end processing.