Accounts Payable Tips & Responses to Frequently Asked Questions
Utilizing these helpful tips will ensure efficiency in our processing and prompt payments to your vendors.
General Info
- International wires to vendors are processed through the Controller’s Office.
- Check runs are on Monday and Thursday.
Requisitions and POs
- Requisitions should be created before purchasing goods or services.
- Attach quotes and invoices, when available, to requisition.
Invoice Payments
- 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.
- Invoices greater than $5,000 for goods and services 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.
- To check on payment status for an invoice using a requisition as reference:
- 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.
- 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:
- Click on Purchasing → Purchasing Order → Activity Summary → Enter PO Number → Enter → Click invoice tab → Click on the little box to far right.
Payment Requests
- Pay requests are used to reimburse individuals who are non-CWRU employees.
T&E Reimbursements
- The T&E Module is used to reimburse CWRU employees and students. Stipends and awards may also be processed through T&E module.
- 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.