Non-Payroll Payments Support Services
The RD Finance will complete all necessary forms to affect all non-payroll disbursements and payments. We have separate preparers and approvers available for all transactions. Support applies to all operating and receivables accounts and includes travel/expense reimbursement vouchers, cash advances, bill paying (accounts payable vouchers/payment requests), processing purchase order (PO) invoices and processing PO receivers (receipt of goods).
* Please note the University requests two weeks to process payments, reimbursements and advances.
Travel (Arrangements and) Reimbursements
RD Finance Responsibilities
- Approve any Travel requisitions sent to us via the CU Travel system.
- Ensure employee signature on reimbursement vouchers.
- Check tracking spreadsheet for any outstanding cash advances.
- Process reimbursements via the Travel System/Payment Request System [PayReq].
- Know method department is using to capture supervisor review/approval.
Department (and Traveler) Responsibilities
- Make Travel Arrangements @ https://www.dfa.cornell.edu/travel
- Read and understand https://www.dfa.cornell.edu/policy/policies/travel-expenses
- Sign up for non-payroll direct deposit @ https://www.dfa.cornell.edu/tools-library/forms/accounts-payable-ach-authorization-form
- If needed, request a cash advance@ https://www.dfa.cornell.edu/tools-library/forms/travel-advance-form
- Forward travel reimbursement requests to RD Finance for processing within 30 days of completion of trip
- Ensure that traveler has totaled, signed and dated cover sheet
- Ensure supervisor has been notified of the travel per departmental procedure.
Accounts Payable (Non-PO invoices)
RD Finance Responsibilities
- Verify/confirm ok to pay, account number, business purpose and requester's authorization
- Process invoice utilizing the Payment Request System [PayReq].
Department Responsibilities
- Review all invoices for payment approval.
- If approved for payment, initial, mark as ok to pay, note account number (if known) and business purpose.
- If not approved for payment, please contact your TS in RD Finance.
- Forward all invoices to RD Finance, 395 Pine Tree Road, Suite 302 for processing.
Processing PO Invoices and Receivers
RD Finance Responsibilities
- Verify PO # is on invoice and forward to DFA-Invoice Processing.
- Search APPS minimally on a weekly basis for pending invoices
- Send e-mail notification to department with link to view invoice on-line and ask if "ok to pay", if not already specified per agreement or noted on invoice.
- If "ok to pay", process a receiver via the APPS system.
- If "not ok to pay", work with the department/vendor/invoice processing to resolve the discrepancy.
Department Responsibilities
- Forward all invoices to RD Finance for processing.
- Forward all packing slips to RD Finance for processing.
- Notify RD Finance know when something has been received and you have accepted shipment.
- Notify RD Finance if invoices are "ok to pay".
Cash Advances
RD Finance Responsibilities
- Review and approve cash advance request form and forward to DFA for final processing.
Department Responsibilities
- Forward cash advance request form to the RD Finance.
- Note: Corporate Diners Club cards may be used for cash advances from an ATM Machine.
- Receipts/documentation is/are needed to offset expenses for which the cash advance was used
- Return travel reimbursement requests within 30 days of completion of trip to ensure timely clearance of cash advances.
How to Access Form