Processing a Payment Requisition
Whenever an invoice (a bill for goods or services) is received, or a check needs to be issued, please complete a blue payment requisition form and submit it to the Accounts Payable (AP) office via DocuSign. Please do not use this form if a purchase order was completed.
- Complete a Blue Payment Requisition form (include vendor name, address, invoice date, invoice number, description, and any special instructions) If we are paying an individual you must also include their legal name.
- Upload the completed form to DocuSign and attach any needed backup with the form. Apply the Payment Req. template to the DocuSign envelope.
- Your payment requisition will then route through the approval flow and ultimately end up with Accounts Payable to be processed for the next scheduled check run.
Payment requisition forms are can be found HERE. We encourage all staff and faculty to type all of the forms submitted to Business Services to ensure legibility.
The accounts payable weekly check run is usually on Wednesday. Please submit all requisitions by Tuesday at noon to be included in the week’s check run. Plan ahead. Checks are available for pick-up on Friday at the Cashier’s Window. Unless noted, checks will be mailed. If you pick up a check to hand deliver to a vendor the check must be delivered no later than one week after the check is issued. No “holding” of checks is allowed. By submitting a payment requisition you are authorizing the payment.
In an emergency situation, a manual check can be processed as long as the appropriate staff is available to cut and sign the checks. However, in most cases, planning ahead can avoid this process.
A 1099 tax form may be generated for all persons who provided a service to the college and payment was not processed through payroll. The person’s legal name and social security number MUST be included on any payment requisition that may result in the issuance of a 1099.
Received Goods and Services
If you ordered goods and/or services using a PO, you should notify Accounts Payable once the item(s) you ordered have been received. To notify them, simply email firstname.lastname@example.org and let them know the item(s) arrived to campus and provide the date. The date is an important detail that must be recorded at year-end to ensure proper recording. If you received an invoice from the company with the item(s), please forward that to Accounts Payable as well.
Any questions regarding payment requisitions or checks that have been written should be directed to Accounts Payable at 313-664-7436 or email them at email@example.com.