Checks
Start getting your check processed by filling out a purchase request that can be found on the purchasing page, and delivering/sending it to purchasing in St. Mary’s 403 or zip +4 1664.
All checks are mailed directly to the payee at the payee’s address. Please include two copies of any documentation you wish to have accompany the check.
Please include an explanation as to why the check is not to be mailed to the payee. All exceptions must be approved by a Vice President. When mailed to a third party, documentation must be attached to be mailed with the check to explain the check. If you need the check sent back to the department, please send a self-addressed Campus Envelope with the check request.
University Payment Policies
Check Requests – since checks are written only twice a week, allow 15 working days for processing of the check request once it has been received by Purchasing.
Purchase Orders – The vendor will be paid within 30 days of the invoice date. This will be delayed if Accounts Payable has not received the purchase order and/or a receiving/delivery form.
Change an Account Number on a Purchase Order or Check Request - To request a change, please complete the Request for Change form found on the resources page and submit via e-mail or campus mail to the Comptroller's office as instructed on the form.
TopPayment Policy for Equipment
Equipment invoices are processed for payment when all invoices have been received by Accounts Payable. There are no partial payments on equipment purchases. After all invoices are received they are sent to Property Records so that the equipment can be tagged with a bar code. When the equipment has been tagged, the invoice will then be paid.
TopReceiving/Delivering Form Information
Receiving/delivery form is needed for any purchase order for goods or services for more than $1,000; Accounts Payable must know that the goods have been received and accepted or that all services have been completed satisfactorily.
Submitting Receiving Delivering Form - The receiving/delivery form can be mailed to Accounts Payable, sent as an attachment to an e-mail, or the information can be included in the body of a message and e-mailed to any of the following: Crystal.Hemker@notes.udayton.edu, Sushma.Desai@notes.udayton.edu, or sheareeb@notes.udayton.edu
Purchase Order Revision - Purchase order needs to be revised whenever the invoiced amount is 10% over the purchase order amount or $100 over the purchase order amount, whichever is lower. Questions about this process can be directed to the Purchasing Office (X92641).
TopTaxes
Tax ID# for a Vendor
Tax identification number is needed whenever a vendor provides service (as opposed to goods or merchandise) to the University.
Other Taxable payments
Other taxable payment include any payments for gifts such as flowers, gift certificates, fruit baskets, etc.; payments for prizes and awards. Please refer to information and instructions on how to process these payments.