PAYMENT PROCESSING

1.    Payment processing requirements:

• Payments are made for approved invoices that are submitted to Accounts payable. The cutoff time to submit approved invoices/payment requests is 12 p.m. on Wednesday of each week.  
• Vendor payment checks/direct deposits are processed on Friday of each week.  
• Vendor payments that are not received by the weekly cutoff are paid the following week unless a priority or exception can be justified.  
• A vendor direct deposit authorization form must be completed if a vendor needs direct deposit
• A voided check or a note from the bank  with routing and account number must be submitted with the direct deposit authorization form
• Accounts Payable determines if a check is required for emergency or priority items.
• Submit invoices/payments within five (5) business days of receipt.

2.    Preparing payments/invoices:

• Invoices or payment requests should be reviewed and prepared prior to submitting them to AP.
  • Review invoices for accuracy.
  • Use an authorized vendor stamp on the invoice without covering invoice details.
  • Complete the authorized vendor stamp information. 
  • Sign or obtain proper approvals/signatures.
  • Payment requests over $100 require approval from the employee supervisor.

b.    If an invoice doesn’t exists and a payment is required:

• Complete a Payment Request Form.
• Attach any supporting documentation.
• iSign or obtain proper approvals/signatures.
• Payment requests over $100 require approval from the employee supervisor.

3.    Recurring payables: 

• Recurring payables are payments made to the same person(s)/payee(s), for the same amount, with a consistent due date.  Typical types of recurring payables are rent, leases, and contract payments. 
  • If an approved payment meets the recurring criteria, you may submit a recurring payment request to AP with the department supervisor’s approval.
  • Once approved by the supervisor, signatures are not needed for the recurring payment to be processed.
  • If the recurring payment amount stops or changes the supervisor should contact AP to stop or make appropriate changes.