Invoices/No Invoices

At Lawrence University, we pay from original invoices only.  Accounts Payable will not accept copies, statements, sales orders, or packing slips.  Please contact Accounts Payable for clarification on exceptions for lost invoices or for statements.

When the invoice is mailed directly to Accounts Payable, the Accounts Payable Specialist will send the invoice to the appropriate individual for approval.  When the invoice is mailed directly to a Department, the responsible person should review and approve the invoice.  This includes signing and dating the invoice, writing the appropriate accounting code (Fund-Organization-Account-Activity), providing a brief description of the expense, noting any special payment/mailing instructions, and paper clipping any items to the invoice that need to be mailed with the check.

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 complete a Disbursement Request form, attach appropriate documentation, and forward to Accounts Payable for payment.

If there is an order form, make a copy of the order form and enter the approval information on the copy.

** Important: Please be aware of the payment due date and any discounts available to allow adequate time for hte invoice to be processed by Accounts Payable timely.

Expense Reimbursement

Expense reimbursements where no advance was obtained should be completed for employees who have spent funds for travel or other business done on behalf of Lawrence University.

The Expense Reimbursement Report must be completed for expenses on a weekly basis.  Original signature of both the employee requesting reimbursement and his/her supervisor must be provided.  Expenses should be allocated and coded with the appropriate account numbers.  Documentation for all expenses claimed for reimbursement must be attached to the completed Expense Reimbursement Form.  If the amount is $50 or less, the employee may receive cash from the Cashier, however this cash reimbursement will not be sent through the mail.  If the amount is over $50, a check or direct deposit will be processed through Accounts Payable.

Cash Advance

Cash advances for faculty, staff, and students of Lawrence University may be received when travelling to pay for expenditures that cannot be charged to the corporate card, including taxis, parking, tips, and toll charges.  If expenses will total less than $100, please use your own money instead of seeking an advance.  To receive an advance, please complete the Cash Advance Request Form with signatures from the individual receiving the advance and his/her supervisor.  The completed form must be submitted to Accounts Payable for processing or in person at the Cashier window.

Please keep your receipts and submit them with an Expense Reimbursement Report.  If all advanced funds have not been used, then the remaining funds should be returned with the Expense Reimbursement Report to the Cashier or Accounts Payable Specialist.  In the event that an additional balance is owed to the employee, he/she should complete the Expense Reimbursement Report and submit it to the Cashier or Accounts Payable Specialist.

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