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Tips/Reminders

Accounts Payable Tips + Responses to Frequently Asked Questions

Utilizing these helpful tips will ensure efficiency in our processing and prompt payments to your vendors.

  • Requisitions should be created before purchasing goods or services.
  • Attach quotes and invoices to requisition.
  • Purchase order number or requisition number should be on an invoice before submitting to Accounts Payable for payment.
  • Validate that there are enough funds on the purchase order, before submitting an invoice for payment.
  • Pay requests are used to reimburse individuals who are non-CWRU employees. The request must be signed by someone other than the requester.
  • Invoices greater than $5,000 for goods must be received before Accounts Payable can process for payment.
  • Vendor is paid from the date of invoice date, not when the invoice is received in Accounts Payable.
  • Accounts Payable will only pay off the invoice, not statements, estimates or quotes.
  • The method of payment for vendors or individual is a credit card or ACH.
  • The T&E Module is used to reimburse employees and students. Stipends, awards, and honorariums may also be processed through T&E module.
  • Payment to any vendor or individual must have either a social security number or taxpayer identifying number on file.
  • To check on payment status for an invoice using a requisition as reference:
    1. Click on EProcurement → Manage requisitions → Type in requisition number → Enter requisition number. If the requisition is not yours, delete the date from and requestor fields.
    2. Click search → Requisition arrow. Fields will be highlighted in blue indicating status.
  • To check payment status for an invoice using a purchase order as reference:
    1. Click on Purchasing → Purchasing Order → Activity Summary → Enter PO Number → Enter → Click invoice tab → Click on the little box to far right.
  • International wires to vendors are processed through the Controller’s Office.
  • Check runs are on Monday and Thursday.
  • The T&E Module is used for CWRU students and employees.
  • Mileage reimbursement requires address start and stop location with a Google map.
  • Meals should list guest in attendance.
  • Please remember to attach receipts.
  • Itemized receipts are required for meals.
  • Travel advances are processed through Travel Services.