Accounts Payable

Payment Processing Details

Payment Deadline

All payment requests submitted by Monday at 5 p.m. will be processed in the same week’s Thursday check run. All other payment requests received after Monday at 5 p.m. will be processed in the following week’s Thursday check run.

Submit payments and invoices through the Request for Payment Form.

Accounts Payable Forms

• Non-Employee Check Requests: All payments made to a non-employee individual under their Social Security number should be requested through a Non-Employee Check Request in Timekeeping. Anything related to payroll needs go through the Office of People and Culture.
• Check Request Form: This is to request payment when a purchase order cannot be used. Examples include requesting a cash advance, certain expense reimbursements and certain emergency requests that must be expedited.  
  • If the check request is received by the end of the day on Monday, it will be processed in the weekly check run on Thursday.
  • If expedited processing is required, please contact Accounts Payable for assistance. 
• Wire Payment Request: Use this form to request payment be made via a wire transfer through our bank. This is not an ACH payment and additional fees apply. The most common use is for foreign payments.
• Expense Reimbursement Request Form: Only for employees working half time or less, or temporary employees; all other expenses should be submitted through Concur. Expenses must be submitted within 30 days of the transaction.
• Expense Reimbursement Direct Deposit Form: Only for employees working half time or less, or temporary employees. Full-time employees can set up their direct deposit within Concur.
• W-9 Form: Please have all new vendors submit a completed, current W-9 along with a New Vendor Application. A valid W-9 must be on file for any vendor to receive payment from George Fox.