R •I •TRochester Institute of Technology

Accounts Payable – Tips for Quick Processing

The Accounts Payable (AP) Team has prepared the following the payment guidelines for your use. Following them will help to ensurethat Purchase Order (PO) invoices and Invoice Payment Forms (IPFs) are processedquickly and efficiently.

  1. For all new Suppliers (not paid previously by RIT), please complete the following forms prior to submitting the invoice to AP to be processed:
  1. Form W9, if U.S. Individual and payment for anything other than expense reimbursement
  2. Supplier setup form
  3. Statement of Citizenship(for speaking engagements/honorariums)
  1. Transactions that require a Purchase Order (PO)
  1. Goods and capital equipment of $5,000 or more
  2. Annual services over $1,500 in a fiscal year (July 1 through June 30)
  3. Exceptions:
  4. Advertising e. Entertainmenti. Software Maintenance
  5. Awards f. Membershipsj. Speaker Fees
  6. Honoraria g. Postagek. Sub contract awards
  7. Legal fees h. Royaltiesl. Entertainment (not including

Catering and Hospitality)

  1. PO Payments
  1. The PO number must be included on the Supplier invoice
  2. If the Supplier does not include the PO number, AP will return the invoice to the Supplier
  3. Invoices that come directly to APwith no PO number or RIT contact name will be returned to the Supplier
  4. Direct Suppliers to send paper PO invoices to the Accounts Payable Officeat 7 Lomb Memorial Dr., Rochester, NY 14623
  5. If preferred, Suppliers may email invoices directly to
  6. Goods must be received in Oracle by Central Receiving; price and quantity must match what was ordered on the PO
  7. The Invoice $ amount must match PO $ amount
  1. Invoice Payment Forms (IPFs)
  1. Usethe IPF formavailable on the AP Website; to ensure legibility, type in the required information
  2. Be sure to provide the Requestor name and current Authorized Approver’ssignature for the general ledger (GL) department/project number being charged
  3. Enter the Suppliernumber if known (available through Oracle “A/P Inquiry”)
  4. Ensure that the GL account numbers are enabled in Oracle (Project# is linked to Dept.)
  5. Contact Accounting () if the account number has to be enabled
  6. If charging a grant related account, email your SPA representative
  7. Provide all supporting information (i.e.originalinvoice, emails, receipts)
  8. In description box, clearly state the business purpose and the direct benefit to RIT
  1. IPFs – Individuals
  2. Expense Reimbursements – Include original receipts showing detailed expenditures
  3. Travel Advances – Dates of trip, business purpose of trip, receipt showing expenditure
  4. Prizes, Awards – Announcement of event to Institute/Community, related to prize or award, including the amount of the prize(s) given
  5. Honoraria – Complete a FormW-9 for the individual receiving the honorarium; complete an ‘Honoraria’ Letter indicating this is not payment for services
  6. Reimbursement to an individual for money given in a research study – Attach a Reconciliation of Payments Made to Human Subjects form
  1. Payments to Independent Contractors
  2. In advance of procuring the services of an Independent Contractor, complete the Pre-Approval to Engage Independent Contractor Services Form, a W-9 form and a New Supplier Setup Form. Send or email the forms to AP for approval. See Section A above.
  3. When AP approves, complete an Independent Contractor Contract.
  4. For services $1,500 or more complete an Oracle Purchase Requisition attaching all documents. Upon completion of the services, direct the Supplier to send the invoice directly to with the PO number clearly visible.
  5. For services less than $1,500; complete an IPF when the services are rendered, attach the Supplier invoice and send to AP to be processed.

Important: Please allow five (5) full business days after receipt in the AP office for payments to be processed. PO invoices will be paid according to Supplier terms which are typically 30 days from the invoice date.

If you have questions about this information, contact the Accounts Payable team at .

More information is available on the Accounts Payable and Procurement Services web pages:

AP Quick TipsPage 1 of 2Rev: January 2018