Payments for Goods & Services

Payments for goods and services are payments to any supplier that is not a GW employee.  Payments in this category include any payment made to an external party not considered an Honorarium, Award or Stipend, such as:

  • Payments to individual, partnerships or corporations,
  • Payments related to Purchase Orders
  • Payments related to a multitude of activity such as:
    • Supplies and equipment (i.e., lab supplies, office supplies, cleaning supplies)
    • Contracted services (i.e., consultants, temporary services, contractors)
    • Lease payments
    • Others

Payment Requirements

These transactions have varying payment requirements based on the type of entity being paid and whether a Purchase Order is required. Listed below are the general requirements for all payments:

  1. The Supplier (Payee) must be registered and active in the Supplier Maintenance database. The Supplier Registration Process is managed by GW's Procurement & Travel Services.
  2. If applicable, a Purchase Order must have been created and identified as being associated with the requested payment. GW Procurement & Travel Services maintains all Purchase Orders with suppliers who are doing business with GW. Certain types of transactions are exempt from requiring Purchase Orders.
  3. An Invoice from the Supplier (Payee) must be provided. In certain instances, a Payment Request Form (PDF) may be utilized with appropriate supporting documentation:
    • when an Invoice does not have an invoice number, or
    • when the supporting documentation is not invoice with an invoice number. For example, a fully executed contract is the source document for a payment.
  4. Before payment can be issued, the transactions must be approved pursuant to the Commercial Invoice Processing Policy (PDF).

Payment Terms

The university’s standard payment terms are NET 30 (30 days from invoice date). Other terms may be negotiated by Procurement & Travel Services.  A more detailed description of GW's payment terms can be found in the Resources section.