Requesting Payments
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.
Payment Schedules
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. Payment to vendors with US bank accounts is made via ACH (direct deposit) with limited exceptions for checks; payments to vendors with international bank accounts is made via wire transfer.
For fully completed payment requests submitted through Etrieve (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:
- Direct Deposit amounts will be available on Friday.
- Checks will be mailed to vendors 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 payments are processed weekly, special off-cycle payments will be processed only for emergencies, and must be approved by our Controller.
Requesting Payments
Domestic ACH (direct deposit) payments and checks - Payment to vendors is made via ACH (direct deposit). Checks may be issued in limited circumstances. Payment Requests are submitted electronically, through Etrieve, the college's document management system. Each department should have a representative with Etrieve access who can process payment requests.
Uploading payment requests consists of two steps: (1) fully completing the AP Payment Request Form - Long 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 T&I's knowledgebase article or video. Please call the Accounts Payable Coordinator at 704-894-2206 if you have questions.
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.
Required Documentation
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 Office of Sponsored Programs for approvals related to grant payments.
Mailing Checks
In the limited instances that checks are issued, they will be mailed directly to the vendor from our office. If a letter or other documentation needs to be included with the check, please send the documents and an addressed envelope to Accounts Payable, at least 5 days prior to the due date. On the rare occasion that you need to hand deliver a check to a vendor, please check the "Check Pickup" box on the AP Payment Request form.
Processed Payments
To verify a payment has been processed, you will need the vendor number. Follow the instructions.