Follow these instructions for requesting payments. For payments to non-residents (including Davidson students) or to U.S. agents receiving payment on behalf of a non-U.S. citizen, additional paperwork is required.
Upload supporting documentation to OnBase and complete the DBS Voucher Invoice and DBS Voucher Form. You will need the following information to complete the upload: vendor number and name, amount, general ledger account number to be charged, and an authorized signature approving the payment. Supervisor approval is mandatory for personal reimbursements.
The Grants and Contracts Office must approve all grant-related expenses.
Attach supporting documentation (receipt, contract, letter of agreement) and a description of the expense, which clearly indicates the business purpose. Payment requests without this information will be returned to you.
Upload payment request documentation to OnBase by Friday at 5 p.m. for inclusion in the following Friday's check run. 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. Requests received after Friday at 5 p.m. will be processed the following week.
Direct deposit payments (staff and faculty reimbursement and some vendor payments) will be available Friday morning. Checks will be ready after 2 p.m. on Friday, except for checks of $15,000 or more which require 2 manual signatures and will be ready by Monday at 2 p.m.
We will post an announcement on Inside Davidson if the deadlines change.
Vendor numbers can be found in the Vendor Lookup database, which is located at P:\Business Services\VendorLookup.
If the vendor you are paying is not yet in Banner, they must complete a new vendor request/substitute W-9 Form (individual or business). Please email the New Vendor Request/Substitute W-9 form to firstname.lastname@example.org so that we are aware to watch for the form. We must have a completed form before we can enter a vendor into Banner; we will not set up new vendors based on email requests.
Checks will be mailed to vendors from our office. If you need a letter or other documentation included with the check, please submit two copies to our office-one to be mailed with the check and one for our files-and an addressed envelope.
On the rare occasion that you need to hand deliver a check to a vendor, please be sure to select "YES" from the "Check Pickup" prompt of the DBS Invoice or DBS Voucher Invoice panel in OnBase. To verify that a check has been issued, please refer to form FAIVNDH in Banner.