Procedures and Processing Times for Routine Accounting Services Transactions

Upon receipt of a properly submitted transactions, Accounting Services will process your payment according to the following timetable:

Payment to Individuals: 14-29 business days
Direct Payments: 14-29 business days
Invoices (POs) within 30 days

If you are in need of more expedited processing, please see information and guidelines for emergency transactions and discuss your circumstances with your Dean/Director Business Office.

Emergency Transactions (ET)

May not be used for Wire Payments.

Next day processing is possible under emergency circumstances such as:

  • An unexpected repair of a machine is necessary,
  • A significant dollar savings will be realized if purchased today,
  • Damage caused by weather, or
  • A threat to health, safety or welfare,

An ET form is required with each emergency transaction. This form must be completed and signed by the department and the Dean/Director’s Office prior to processing. CONSULT YOUR DEAN/DIRECTOR’S OFFICE FOR ADDITIONAL PROCEDURES UNIQUE TO YOUR DIVISION.

Emergency Transactions must be hand delivered to the receptionist at 21 N Park St., Suite 5301 by 9:00 AM, to be processed for check pickup by the next day. If received after 9:00 AM, they will be processed for check pickup two work days later. ET pickup is between 9:00-11:45 AM and 12:30-4:00 PM at 21 N. Park Street, Suite 5301.

Indicate on the ET form whether the documents resulting from processing an ET (check, purchase order, or check and purchase order) should be mailed or held for pickup. If you choose to pick-up the documents, a copy of the ET form must be presented to personnel at 21 N. Park Street, Suite 5301. This will ensure the appropriate documents are released. If not picked up within this time frame, the documents will be credited back or a phone call to the Dean/Director’s office will be made. Some non-emergencies are:

  • Need for postage stamps/refills,
  • Reimbursement of petty cash/contingent fund,
  • Request for travel advance,
  • Ran out of supplies,
  • Funding expires, etc.

Non-emergencies may become emergencies (and require ETs) if proper planning is absent. Some staff neglect to pickup/drop off documents at correct times. Accounting Services requests Dean/Director’s Offices to monitor continuing or chronic abuses of the ET process and work with departmental staff to help them resolve this continuing need.