Follow these instructions for requesting check, direct deposit (ACH) or wire transfer payments to vendors, including Davidson employees and students.
For payments to non-U.S. residents (including Davidson students) or to U.S. agents receiving payment on behalf of a non-U.S. citizen, please refer to our Foreign Payments policy and contact our Payroll Coordinator (704-894-2461) or Accounts Payable Coordinator (704-894-2206) as soon as you are aware of the payment.
Vendor invoices and employee reimbursements are processed on a weekly basis. Invoices not requiring immediate payment will be held and paid according to the terms indicated by the vendor.
For fully completed payment requests submitted through OnBase (checks and ACH payments to U.S. banks) or wire transfer requests submitted to WireTransferRequest@davidson.edu (transfers to non-U.S. banks only) by 5 p.m. on Friday whose payment terms require immediate payment:
- Checks will be mailed to vendors on Friday.
- Direct Deposit amounts will be available on Friday.
- Wire Transfers will be processed on Monday. (Please allow for sufficient time for settlement, which may be up to five business days)
Please note that checks in excess of $15,000 require two manual signatures and therefore require additional time to process. In most cases, these checks will be mailed/available the following Monday.
Due to the large volume of accounts payable payments processed, please submit payment requests as far in advance as possible. Since checks/direct deposits are processed weekly, special off-cycle payments will be processed only for emergencies, and must be approved by our Controller.
Checks and domestic ACH (direct deposit) payments - Payment Requests are submitted electronically, through OnBase, the college's document management system. Each department should have a representative with OnBase access who can process payment requests.
Uploading payment requests consists of two steps: (1) fully completing the DBS Voucher Form and (2) uploading documentation that supports the expense.
You will need the following information to complete the upload: vendor number and name, amount, general ledger account number to be charged, supporting documentation (see below) and an authorized signature approving the payment.
Detailed steps for submitting payment requests may be found in the Quick Guide for Traditional Users (PDF). More in-depth information about OnBase can be found in the Business Services Google Drive OnBase folder (Davidson login required).
International Wire Transfer payments - A fully completed wire transfer form and the related supporting documentation should be emailed to WireTransferRequest@davidson.edu. Wire transfers are used for transfers to non-U.S bank accounts. Transfers to U.S. bank accounts are paid via ACH and requested through the procedure noted above.
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.
Payment Request Approvals
The person responsible for the budget being charged must approve department charges. Department heads may designate another individual to be responsible for approval of payments by contacting the Accounts Payable Coordinator at 704-894-2206. Supervisor approval is mandatory for personal reimbursements. Individuals may not approve their own reimbursements, even if they are the budget manager of the budget being charged.
Contact our Grants and Contracts Office for approvals related to grant payments.
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.
To verify a payment has been processed, you will need the vendor number. Follow the instructions.