This site provides accounts payable information and resources. Our accounts payable department processes all vendor payments, maintains vendor master data, and more.
Check, ACH/Direct Deposit (U.S.) and Wire Transfer (International) Payments Vendor Payments
Accounts Payable processes all payments to vendors (businesses and individuals), including reimbursements to faculty, staff and students. Payments are processed on a weekly basis with ACH (direct deposit) payments available on Friday and wire transfers processed by Friday (due to varying settlement dates, we cannot guarantee payment on a specific date). Checks are issued only in limited circumstances and are mailed on Fridays. Invoices not requiring immediate payment will be held and paid according to the terms specified by the vendor.
For payment on Friday, a fully completed AP Payment Request - Long and the appropriate supporting documentation must be submitted to etrieve (for payment via check/U.S. bank ACH/direct deposit payments) or emailed to the Wire Transfer Request (for transfers to international bank accounts) by the preceding Friday at 5 p.m.; we will post an announcement in OPS if the deadlines change.
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 AP Payment Request - Long 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 supervisor prior to submitting the reimbursement request. You may not approve your own business expenses.
Purchases of gift cards are not allowed, unless the gift cards are for confidential research participants in an IRB approved research project. To claim exemption, the approved IRB number must be submitted with the supporting documentation.
Business travel in your personal vehicle is reimbursed using the mileage rate established by Internal Revenue Service guidelines. Learn more about mileage reimbursement.
With the exception of duty devices, where a single device is shared across employees while on duty, or where a device and number are permanently assigned to a position instead of to an employee holding that position, the college does not pay mobile device expenses for employees.
Budget managers and requestors need to plan ahead during the transition from one fiscal year to next fiscal year. Follow these important guidelines for year-end processing.
Payment Request Forms
Access all of the important Business Services forms for accounts payable and other departments.
Frequently Asked Questions
Find answers to commonly questions about making payments, reimbursements, vendor numbers and more.