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Accounts Payable

This site provides accounts payable information and resources. Our accounts payable department processes check and direct deposit requests, wire transfers, maintains vendor master data, and more.

Vendor Payments  - Check, ACH (U.S.) & Wire Transfer (International) payments

Accounts Payable processes all payments to vendors, including staff and student reimbursements.  Payments are processed on a weekly basis with checks mailed to vendors on Friday, ACH (direct deposit) payments available on Friday and wire transfers processed by Friday (due to varying settlement dates, we can not guarantee payment on a specific date). Invoices not requiring immediate payment will be held and paid according to the terms specified by the vendor. 

For payment on Friday, fully completed payment requests and the appropriate supporting documentation must be uploaded to OnBase (checks/U.S. bank direct deposit payments) or emailed to the Wire Transfer Request (transfers to international bank accounts) by the preceding Friday at 5 p.m. We will post an announcement on Inside Davidson if the deadlines change.

Visit the Requesting Check, Direct Deposit or Wire Transfer Payments page for additional details on submitting requests for payment.

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 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.

Mileage Reimbursement

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

Mobile Devices

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.

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.