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Accounts Payable
Advance Payments
Requests for advance payment including district memberships, fees, subscriptions, registrations, tickets for events and field trips must be submitted on an Advance Payment Request form. The form can be used for rental for sites used for meetings and for hotel deposits. Travel procedures must be followed for registration fees and hotel deposits associated with travel. Do not use this form to purchase materials, to pay independent contractors or to reimburse employees.
The following are the steps in processing a request for Advance Payment:
- Please fill out the form beginning with the account code. If there is more than one account code, please indicate the amount to be paid for each account code. Check the Activity Location, the Type of Advance and whether you want the check mailed or held for pick up. Fill out the Make check payable to giving the full address. Keep in mind we only have 4 lines in the computer for the address. Fill out the Information regarding event and the number of participants section (at least the total cost). Finish the form with information about the school/department etc. Attach the appropriate back to the back. Then get the appropriate signatures.
- The completed Advance Payment Request form, original and one copy of supporting documentation should be forwarded directly to the Accounts Payable Department, 900 Grant Street, Room 302.
Please remember it is the requesters responsibility to see that the Advance Payment request form is in Accounts Payable at least three weeks prior to requested payment date.
» Advance Payment Request Form [doc]