Payments Policies, Procedures, Guides & Forms

Policies

All payees must register as a supplier and obtain a Supplier Account Number (SUP-XXXXXXX) in order to receive payment from the University.

Procedures

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:

Law.urgent.ap@georgetown.edu
main.urgent.ap@georgetown.edu
med.urgent.ap@georgetown.edu
us.urgent.ap@georgetown.edu

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.

Law.pobased.ap@georgetown.edu
main.pobased.ap@georgetown.edu
med.pobased.ap@georgetown.edu
us.pobased.ap@georgetown.edu

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:

law.miscellaneous.ap@georgetown.edu
main.miscellaneous.ap@georgetown.edu
med.miscellaneous.ap@georgetown.edu
us.miscellaneous.ap@georgetown.edu

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:

Law.smalldollar.ap@georgetown.edu
main.smalldollar.ap@georgetown.edu
med.smalldollar.ap@georgetown.edu
us.smalldollar.ap@georgetown.edu

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.

Guides

Forms