Vendor Payments
Invoices:
At Lawrence, we pay from original invoices only. Accounts Payable will not accept copies, statements, sales orders or packing slips. There are some exceptions for lost invoices or for statements - please contact Accounts Payable for clarification.
If the invoice is sent to Accounts Payable:
- the accounts payable specialist will send the invoice to the appropriate individual for processing.
If the invoice is sent directly to the department:
- the responsible person should review and approve the invoice:
- sign and date the invoice
- supply the appropriate accounting code (fund/organization/account/activity)
- note any special mailing instructions
- paperclip any items to the invoice that need to be mailed with the check
*Important: Please be aware of the payment due date (and any discounts available) and allow adequate time for the invoice to be processed by accounts payable.
No invoice:
Occasionally, Accounts Payable will be asked to pay for a product or service for which no invoice was issued. In these cases, the department should fill out a Disbursement Request, attach appropriate documentation, and forward to Accounts Payable.
Order Forms:
If there is an order form, make a copy of the order form and enter the approval information on the copy:
- sign and date the order form
- supply the appropriate accounting code (fund/organization/account/activity).
- note any special mailing instructions
- paperclip the original order from to the copy so that it can be mailed with the check
Independent Contractors - Payments for Services
Individuals or groups who are paid for services are considered independent contractors. If the individuals are students or employees of the university and are being paid for a service (such as performance at Reunion Weekend), they will be paid through payroll; the request for payment should be sent to Payroll.
If the independent contractor is not a student or employee, then submit a completed Federal Tax Form W-9 to accounts payable with the Disbursement Request.
