Payment Requests
Status: Adopted July 1, 2003, last revised in February 2013.
Purpose
The purpose of this policy is to provide guidance in the processing of payment requests.
Policy
The President and area Vice Presidents are responsible for approving payment requisitions and purchase orders within Board established budget restraints. This authority can be designated to employees in their division by notifying the Business Office in writing.
Expenses to be paid by the University must first be authorized by those with budget approval authority and this authorization may only be granted if the remaining budget balance is sufficient to cover the expenses. This request is used for the following type of payments if the employee has an invoice from the vendor and a purchase order has not been issued:
- Payment for Goods or Services
- Cash Advance
- Grant Distribution
- Honorarium
- Seminar or Conference Fees
- Employee Reimbursement
- Stipend
- Student Refund
- Subscription
- Tuition
Procedures
When an invoice is in hand, a Payment Requisition should be completed through Business e-Services by the employee and approved by the appropriate supervisor. Once approved, all documentation (payment request and all back up paperwork such as: invoice, contract, payment agreement, receipts etc.) should be scanned and sent via email to: accountspayable@depauw.edu
Please note that the Business Office only accepts payment requests electronically.
Instructions for completing a Payment Request can be found here.