Payments Policies, Procedures, Guides & Forms
All payees must register as a supplier and obtain a Supplier Account Number (SUP-XXXXXXX) in order to receive payment from the University.
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
- ACH payment,
- Check payment – check [issued by GU] and may require special handling
- ViewPost- payment may be issued via virtual card, electronic check or a physical check
- Wire Transfer payment
Accounts Payable is responsible for processing each of the following types of GMS payment requests:
Miscellaneous Supplier Invoice Requests (including but not limited to requests for wire transfer payments and honoraria payments); and
Small Invoice Transmittal Form. For information regarding ProCard payments, please refer to the Procurement Card subsection.
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
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 via GMS by creating a Miscellaneous Supplier Invoice Request. See Miscellaneous Supplier Request Video .
The required documentation should be attached in GMS as a single PDF file using the following naming convention:
- (e.g., Buckley_250_Jones_031515)
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 Form attached. 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
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 firstname.lastname@example.org.