Frequently Asked Questions

General Questions

  1. When is a Payment Request Form required?
  2. Why is a Payment Request Form required when I have already sent in the invoice?
  3. When is a Purchase Order Required?
  4. What is the difference between a Purchase Order and a Payment Request?
  5. What is the process for creating a Purchase Order?
  6. Where can I find information about the Supplier Registration process?
  7. What is the correct form for submitting multiple invoices for one supplier?
  8. What is the difference between an invoice and a pro forma invoice?
  9. What is the status of my payment and where can I go to see payment information?
  10. How do I receive an item in EAS?
  11. How do I receive an item in iBuy?
  12. What is the status of my payment and where can I go to see payment information?

Stipends

  1. Why did my student not receive their stipend payment?
  2. Who is my department approver and/or releaser?
  3. When are stipend checks issued?
  4. Can my student receive their stipend payment via electronic deposit?
  5. Why is there tax withholding on my stipend payment?
  6. Will I receive a Form 1099 for my stipend payments?
  7. When are the deadlines for submitting stipends?

Travel & Business Expense Reimbursements

  1. Can I still be reimbursed if I've lost my receipt?
  2. Are receipts required for expenses less than $35.00?
  3. How do I determine the current mileage reimbursement rate?
  4. I have direct deposit with Payroll. Why did I receive a check?
  5. How do I file for Regalia purchases?
  6. How do I repay the University for advances and personal use charges?

Stop Payments

  1. I do not know the check number and payment date of the check I need to stop. Where do I find that information?
  2. Can the replacement payment be issued electronically?

1. When is a Payment Request Form required?

Unless your school, division or department has a different requirement, a payment request form is only needed when:  

  • An invoice with an invoice number is not part of the supporting documentation;  or
  • An invoice does not have an invoice number

When submitting an invoice with an invoice number to AP, please ensure the following is present. This information cannot obstruct any information on the invoice. Please place the information in a blank area on the invoice as the invoice must remain legible.

  • Approval is given by writing on the invoice “ok to pay”
  • The approval is signed and dated. The approver should print his/her name after the approval signature. 
  • The approver should identify his/her title.    
  • Provide general ledger coding/accounting string to which the expense should be charged.  If the invoice is PO related, please identify the PO number, if the number is not present on the invoice. For blanket PO numbers, a release number with the PO number is needed.

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2. Why is a Payment Request Form required when I have already sent in the invoice?

A Payment Request Form (PDF) is required when an invoice does not contain a valid invoice number. A valid invoice must include an Invoice Number, Invoice Date, Company Name and Address and Amount Due.

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3. When is a Purchase Order required?

Information about purchase orders are located on Procurement’s website.  Items exempt from competition do not require a purchase order.

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4. What is the difference between a Purchase Order and a Payment Request?

A Purchase Order is issued by Procurement & Travel Services after a requisition is submitted to them. A Payment Request Form is used to submit an invoice for payment to Accounts Payable Services.

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5. What is the process for creating a Purchase Order?

Information about creating a requisition for a purchase order is  located on Procurement’s website.

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6. Where can I find information about the Supplier Registration process?

Information about new supplier registration is located on Procurement’s website. Existing suppliers can follow this Procurement link to find information about updating and maintaining their data.

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7. What is the correct form for submitting multiple invoices for one supplier?

The Multiple Invoice Form (PDF) is used to submit more than one invoice to the same supplier. This form should be attached to the Payment Request Form (PDF).

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8. What is the difference between an invoice and a pro forma invoice?

An invoice is the official document from a supplier requesting payments for goods or services rendered. A pro forma invoice is a price quote and subject to change. Accounts Payable Services does not pay from pro forma invoices, statements, quotes or estimates.

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9. What is the status of my payment and where can I go to see payment information?

All departmental users can run the SC-255 report in the Enterprise Accounting System (EAS). If you require assistance in running this report, please visit EAS Training & Support and select the Learn about EAS Reports link.

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10. How do I receive an item in EAS?

Please review these instructions on the SAIG website for receiving items in EAS.

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11. How do I receive an item in iBuy?

Instructions for receiving items in iBuy are located on the iBuy+ web site.

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12. What is the status of my payment and where can I go to see payment information?

All departmental users can run the SC-255 report in EAS. If you require assistance in running this report, please visit EAS Training & Support and select the Learn about EAS Reports link.

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Stipends

1. Why did my student not receive their stipend payment?

There are several reasons why the stipend did not pay. Please create a support ticket with the Division of Information Technology for further research.

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2. Who is my department approver and/or releaser?

Department Approvers and Releasers are assigned by the Finance Directors. Please contact your Finance Director if you are unsure of your Approver or Releaser.

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3. When are stipend checks issued?

Please see the Stipend Deadline Schedule (PDF) for specific dates.

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4. Can my student receive their stipend via electronic deposit?

Absolutely! Please complete the Direct Deposit Authorization Form (PDF) and submit to Payroll Services.

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5. Why is there tax withholding on my stipend payment?

The stipend was determined to be subject to tax withholding by the Tax Department. For further information regarding this determination, please contact the Tax Department.

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6.Will I receive a Form 1099 for my stipend payment?

No, you will not receive a Form 1099 for your stipend payments. If you have additional questions on this subject, please contact the Tax Department.

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7. When are the deadlines for submitting stipends?

Please see the Stipend Deadline Schedule for specific dates.

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Travel & Business Expense Reimbursements

1. Can I still be reimbursed if I've lost my receipt

Use an approved Missing Receipt Acknowledgement and Approval From as your receipt in Concur.  It is not intended to replace a missing/lost receipt on a consistent basis.  Lost/missing receipts should be infrequent and unusual, as receipts can be reprinted or easily requested (i.e., hotels, catering, restaurants if the date is provided) and should generally be for small dollar amounts.

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2. Are receipts required for expenses less than $35.00?

Meals and miscellaneous expenses (tips for baggage handlers, metro fares, etc.) under $35.00 do not require a receipt but the expense must be appropriately documented.

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3. How do I determine the current mileage reimbursement rate?

We follow the IRS standard mileage rate.  As this updates yearly, please put mileage rate in their search tab for the current rate.  Concur does this automatically.

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4. I have direct deposit with Payroll. Why did I receive a check?

If you have direct deposit with Payroll, you should receive your reimbursements direct deposited. If this is not happening, you should contact Accounts Payable.

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5.  How do I file for Regalia purchases?

Please see this step-by-step walk through for Concur on filing the report. 

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6.  How do I repay the University for advances and personal charges?

Please mail the check and backup showing what the payment is for to:

George Washington University Expense Lockbox

P.O. Box 826600

Philadelphia, PA 19182-6600


Stop Payments

1. I do not know the check number and payment date of the check I need to stop. Where do I find that information?

All departmental users can run the SC-255 report in EAS. If you require assistance in running this report, please visit EAS Training & Support and select the Learn about EAS Reports link.

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2. Can the replacement payment be issued electronically?

Yes.

All supplier profile modifications such as banking changes must be initiated by the supplier using the new self-service portal, iSupplyGW. Information regarding the portal, along with training documentation, can be found in the doing business section of the procurement website. Please visit www.procurement.gwu.edu for more information or contact isupplygw@gwu.edu for additional assistance.

 

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