Procurement & Distribution Services
Accounts Payable

Tips/Reminders

  • Requisitions should be created before purchasing goods or services.
  • Attach quotes and invoices to requisition.
  • Purchase order number or requisition number should be on invoice before submitting to A/P for payment.
  • Validate that there is enough funds on purchase order, before submitting invoice for payment.
  • Pay requests are used to reimburse individuals who are non- case employees.  The request must be signed by someone other than the requester.
  • Invoices greater than 5,000 for goods must be received before A/P can process for payment.
  • Vendor is paid from date of invoice date, not when invoice is received in A/P.
  • A/P will only pay off of invoice not statements, estimates or quotes.
  • Method of payment for vendors or individual is credit card or ACH.
  • T & E Module is used to reimburse employees and students. Stipends, Awards and honorariums may also be processed through T & E Module.
  • Payment to any vendor or individual must have either a SSN or TIN number on file.
  • To check on payment status for an invoice using a requisition as reference: Click on EProcurement/Manage requisitions/type in requisition number/enter requisition #.(if requisition is not yours, delete date from and requestor field)click search/click requisition arrow. Fields will be highlighted in blue indicating status.
  • To check payment status for an invoice using a purchase order as reference: Click on Purchasing/Purchasing Order/Activity Summary/enter PO#/enter/click Invoice tab/click on little box to far right.
  • International wires to vendors are processed through the Controller’s Office.
  • Check runs are on Monday’s and Thursday’s.
  • T & E Module is used for Case students and Case employees
  • Mileage reimbursement requires address start and stop location with a google map.
  • Meals should list guest in attendance
  • Please remember to attach receipts
  • Itemized receipts are required for meals
  • Travel Advances are processed through travel services