Payment Requests

Accounts Payable

Before proceeding with a payment request, confirm that the supplier has been set up in GMS with the intended default payment type. Payment types in GMS include (i) ACH payment, (ii) check payment - check [issued by GU]; (iii) check payment via Viewpost; or (iv) wire transfer payment. Accounts Payable is responsible for handling each of the following types of GMS payment requests:(1) PO-based payment requests; (2) Miscellaneous Payment Request Form (including but not limited to requests for wire transfer payments and honararia payments); and (3) Small Invoice Transmittal Form. For information regarding ProCard payments, please refer to the Procurement Card subsection.

Emergency / Urgent Payments

Emergency, urgent and wire payment requests may be submitted to Accounts Payable by University Personnel with a completed Miscellaneous Payment Request Form. Note: One form per invoice is required.
For faster processing, please scan the invoice and combine it with the form into a single PDF file.

If the invoice has an invoice number, please save the document with the following naming convention:

  • RequesterLastName_Payee_Supplier Invoice Number_MMDDYY
    • (e.g.,: Jones_Microsoft_Inv003815_032515)

If the invoice does not have an invoice number, please save the document with the following naming convention:

  • RequesterLastName_Payee_Supplier Invoice Number_MMDDYY
    • (e.g.,: Jones_Microsoft_Inv003815_032515)

Then, email the saved file as an attachment to one of the campus specific email addresses:

PO-based Payment Requests

Georgetown University requires purchase orders for non-ProCard payments above $500. GU personnel should request that suppliers send PO-based invoices directly to Accounts Payable. Sending PO-based invoices elsewhere may delay payment processing. Suppliers should direct PO-based invoices to the following address:

Georgetown University Accounts Payable
2121 Wisconsin Ave, Suite 400
PO Box 571165
Washington, DC 20057
PO-invoices@georgetown.edu 

If needed, GU personnel may email PO-based invoices to campus-specific email inboxes as PDF documents.

Miscellaneous Payment Requests

Payment requests (for purposes such as Honoraria, Pre-approved Legal and Professional Services Expenses, Non-Employee Reimbursements, etc.) must be sent to Accounts Payable for processing using a Miscellaneous Payment Request Form. See Miscellaneous Payment Request Form Instructions .

The Miscellaneous Payment Request Form and required documentation may be sent combined as a single PDF file using the following naming convention:

  • RequesterLastName_PaymentAmount_Payee_MMDDYY
    • (e.g., Buckley_250_Jones_031515)

The PDF document then can be emailed as an attachment to the appropriate campus specific email addresses:

One form per request is required.

Small Invoice Payment Requests

Small Invoices (< $500.00)

Small invoices for non-contract and non-PO related expenses may be submitted to Accounts Payable by University Personnel with a Small Invoice Transmittal Formattached. One form per invoice is required.
For faster processing, please scan the invoice and combine it with the form into a single PDF file.

If the invoice has an invoice number, please save the document with the following naming convention:

  • RequesterLastName_Payee_Supplier Invoice Number_MMDDYY
    • (e.g., Jones_Microsoft_Inv003815_032515)

Then, email the saved file as an attachment to one of the campus specific email addresses:

Payment Status Inquiries

To view the status of a submitted payment request, please click here and search by Campus for the specific payment request.

For other questions about the status of a payment request, please email faservice@georgetown.edu.

Procurement Card

ProCard Program

The ProCard empowers users, within approved limits, to procure authorized goods and services directly from vendors who accept MasterCard. The card can also be used to pay for authorized travel and entertainment expenses.

ProCard Eligibility

Employees of Georgetown University with procurement and/or travel and entertainment responsibility are eligible for a ProCard.

ProCard Application and Training Process

Download and complete the ProCard Application and Card Agreement using the provided instructions. New users must complete training prior to receiving a ProCard.

ProCard Responsibility

The ProCard must be used in accordance with Georgetown University's ProCard Policy FA161-07. The policy outlines the cardholder's responsibility for securing the card, making authorized purchases, and reconciling transactions in a timely manner. Additionally, the ProCard Manual provides detailed information regarding proper use, limits, and responsibilities of the ProCar holder.

Sales Tax Exemption

ProCard users are responsible, as agents of the University, to ensure that sales tax is not charged whenever applicable. More information and Sales Tax Exempt Documents can be found at the Tax Department's Sales Tax Overview.

PaymentNet Software

PaymentNet, is JP Morgan's web-based software for managing, reconciling and reporting ProCard transactions. ProCard holders are issued credentials that allow them to access this resource located at J.P. Morgan Commercial Card Portal

ProCard Resources

Contact

ProCard Office 2121 Wisconsin Ave, Suite 400 Washington, DC 20007

Email us at ProCard Office

Gift Card

Before receiving the Gift Card, Non-employees must complete and submit the Gift Award And Prize Policy Form to the Tax Department for proper tax reporting.

Before receiving the Gift Card, University Employees must complete and submit Gift Policy Payroll Form to Payroll Services for proper tax withholding and W-2 reporting.

Gifts in Lieu of Payment

Before receiving Gifts in Lieu of Payment, Non-employees must complete and submit the Gift Award And Prize Policy Form to the Tax Department for proper tax reporting.

Before receiving Gifts in Lieu of Payment, University Employees must complete and submit the Gift Policy Payroll Form to Payroll Services for proper tax withholding and W-2 reporting.

Petty Cash

Petty Cash Custodians must have a GMS SUP# (i.e. Supplier #). Request SUP# by completing the Tax Department Request Form if you do not already have one. Please reference the Petty Cash & Imprest Checking Accounts Policy for procedural questions.

Cash

Before receiving a cash payment, Non-employees must complete and submit the Gift Award And Prize Policy Form to the Tax Department for proper tax reporting.

Before receiving a cash payment, University Employees must complete and submit the Gift Policy Payroll Form to Payroll Services for proper tax withholding and W-2 reporting.