Check Requests and Invoices
Check request forms are available in the Accounts Payable office (Smyth Hall, Suite 42). Please include vendor, vendor address, Tax ID# or SS# where applicable, amount requested, a brief explanation and the general ledger number to be charged. Always attach original receipt(s) and/or back up documentation to support the amount of request and reason for request. Once approved by the department head, bring to AP for the Controller's approval.
Accounts Payable processes AP reviewed and approved check requests received before 4:30p.m. on Tuesday by Friday afternoon. All checks will be mailed unless otherwise noted on the check request.
Invoices are handled much like check requests. Once received in AP, with departmental approval and a general ledger number, they are forwarded to the Controller for approval. All Controller-approved invoices will be scheduled for payment based on the due date noted by the vendor. Unless otherwise requested, invoice payments are mailed directly to the vendor.
For payment requests using funds from department(s) other than one’s own:
- Obtain that Department Head’s written approval, amount approved, and their 14-digit general ledger account number on invoice/check request
- Request emailed approval from that Department Head allocating their funds towards your specific payment.
The email must state:
- The specific dollar amount they are approving
- The 14-digit general ledger account number to be charged
- A reference to the specific reason for payment
Print the email and attach to the approved invoice or check request.
Forward to Accounts Payable for processing.
On the approved invoice/check request, please make note to Accounts Payable that there are additional funding sources so the staff can allocate the funds appropriately within the payment system.
NOTE: All invoices/check requests must have at least one handwritten approval; additional approvals can be in an electronic format (ie: email).
For purchases over $500, Nazareth College requires a Purchase Order. To obtain one, click here to download a Purchase Order Requisition Form or pick one up in the Accounts Payable Office in Smyth Hall, Suite 42. Include vendor name, vendor address, fax number, items ordered, and the general ledger account number to be charged. Obtain department head approval and forward to Accounts Payable.
POS are printed once each week on Fridays. The Purchase Order copy will be forwarded to the requisitioning department. AP will fax the original Purchase Order to the vendor upon your request and when fax number is provided.
- For technology-related purchases:
Contact Mary Jo Balsis in ITS for PO Processing.
- For furniture purchases:
Contact Michelle Civiletti in Facilities for PO Processing.
- For Capital Expenditures:
Contact Dean or Vice President of requisitioning department for approval before PO processing.
Once an invoice arrives for a PO order, it is stamped with Approval for PO Payment Stamp and forwarded back to the requisitioning department for approval. If the order has been fulfilled, write "okay to pay" on the invoice and forward back to AP for the payment to be processed.
For purchases under $500 the Purchasing Card (P-Card) can be used. (Note the P-Card can not be used for travel-related expenses or capital purchases. To find out more information about the P-Card visit
If you would like to request a P-Card for yourself or your department contact the P-Card Administrator, Colleen Costanza, at firstname.lastname@example.org.
Accounts Payable maintains credit cards with Wegmans and Home Depot. Sign the appropriate card out in the AP office and return with the card to AP with the original receipt within 24 hours. AP will forward the receipt back to the originating department for approval for payment.
Gift Card Procedures
**Gift card purchases are not allowed for any Nazareth employee – faculty, staff or student.**
Additional Compensation to Employees
No employee should receive a gift card. If the employee's supervisor wants a stipend to be considered they must complete a "Notice of Personal Action" (NPA) through the Human Resource Office. If approved the employee would receive the additional amount through payroll.
Allowed Gift Card Purchases:
- As a "thank you" to volunteers at the discretion of the Nazareth department head responsible for the volunteers.
- As "prizes" at Student Development events.
- As an "award" to students for recognition of academic achievement.
Explanations must be provided for any gift card purchase. Include the following information:
- Why was the gift card purchased?
- Who is the recipient of the gift card?
The maximum gift card amount allowed is $50.