Welcome to
 Accounts Payable

Advanced Payment Request

1. When do I use an Advanced Payment form? 

Use an Advance Payment Request form to pay registrations, subscriptions, memberships, room rental, postage, field trip tickets and hotel deposits, if you choose not to use the DPS Visa card.

2. Does the District pay for individual memberships?

The district will pay for professional memberships.

3. How do I pay for a registration after the conference? 

Use an Advance Payment Request form.  The Advance Payment Request form is used to pay for registrations, before or after the conference,if you choose not to use the DPS Visa card.

4. Do I need to fill out an Advance Payment Request form for every participant? 

If more than one person is attending the same conference from your school or department, use one form for all the participants.  The third section of the form asks for the Number of participants, Unit cost and Total cost. Be sure to include a completed registration form and one copy for each participant.

5. Why does Accounts Payable need the original and a copy of the supporting documentation? 

There are over two hundred schools and departments sending  Advance Payment Request forms to Accounts Payable, if each of the schools and departments sends the original and 1 copy, it speeds up the process time.We must send a copy of the form with the payment to the vendor.

6. What is supporting documentation? 

Registration forms, subscription renewal forms, contracts (room rental & event tickets) are supporting documentation. Supporting documentation is needed for every type of payment except postage from the Post Office.

7. In the distribution code, what object number do I use for registrations? 

Use the object 0580 for all registrations.
 
8. Where do I get the Advance Payment Request forms?   

You can now download and print the form from this site.

9.  Can I use the Advance Payment Request forms to reimburse someone for their registration? 

No, the Advance Payment Request form cannot be used to reimburse anyone, nor can it be used to purchase merchandise or to pay Independent Contractors.  You will need to send a memo to the Accounts Payable Department requesting reimbursement for the registration. Include the persons mailing address and attach the original receipt.

10. May I create a Purchase Requisition for registrations or memberships? 

An Advance Payment Request form is the appropriate form to use for registrations and memberships.Fax a copy of the original form in place of a Purchase Order.  Send this form to Accounts Payable for payment.

11.  How do I pay for rental sites used for meetings? 

You may use the Advance Payment Request form. Be sure to attach the contract as the backup.

12. How long does it take to receive a check? 

It is best to give Accounts Payable three weeks for these checks to be cut.