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Invoice Payment/Check Requests

Monday at Close of Business.

  • Open the PDF in Acrobat.
  • Click the Export PDF tool in the right pane.
  • Choose Image as your export format, and then choose JPEG.
  • Click Export. The Save As dialog box is displayed.
  • Select a location where you want to save the file, and then click Save.

 

If you receive this error that mentions the "PdfReader not opened with owner password" (some PDF's have built in security, the system will reject secure documents), please follow the instructions on how to convert your PDF into a JPEG file below if this happens: 

 How to convert PDF to JPG using Acrobat:

  • Open the PDF in Acrobat.
  • Click the Export PDF tool in the right pane.
  • Choose Image as your export format, and then choose JPEG.
  • Click Export. The Save As dialog box is displayed.
  • Select a location where you want to save the file, and then click Save.

No, only the vendor name is required to submit.

No, you can only submit multiple invoices together if it is the same vendor.  

Upload a W-9, W-8BEN, or Foreign Source statement within the submission link or by using the W-9 Uploader form.  

https://www.hamilton.edu/offices/business/forms/w9-uploader

Yes, if they are for the same vendor.

  • Auxiliary Services has updated the process regarding invoices that pertain to Purchase Orders (PO) and Blanket Purchase Orders (BO). 

    Invoices against Blanket Purchase Orders (BO) are submitted by the department requesting the order.  The department should verify the items have been received and then upload the approved invoice for payment.  The Blanket Purchase Order number should be referenced in the comment section.  All zeroes can be entered into the account number field.

    Invoices against Purchase Orders (PO) are submitted by the department requesting the order, selecting Jennifer Mayer as the approver of the invoice. The Purchase Order number should be referenced in the comment section.  All zeroes can be entered into the account number field. 

  • Facilities invoices referencing Purchase Orders and Blanket Purchase Orders should be sent to Allison Ganey.  

Once the request is approved, you will receive an email with an attached copy of the approved request for your records only.

Yes, if an approver was selected, please reach out to them and have them reject the request.  If no approval was required, email Amanda Gleasman with your request to cancel the payment.

You will need to edit the request to correct any issues and then resubmit the request again.

Yes, use the comments/instruction section to leave special instructions for example; send payment slip with check, etc.

Yes, but only one approver can be chosen at this time.

Budget or GL numbers are a required field that must be filled out.  If an invoice is part of an active purchase order (PO), you can enter all zero's in the account number field and indicate the PO number in the comments section of the request. 

Select Jeff Ritchie, Director of Sponsored Program Grants, to approve these charges.

  • Honorariums
  • Employee/student reimbursements
  • Fellowships/Scholarships
  • SEAS
  • Awards and prizes 
  • Services provided that do not come on an invoice 

Contact

Contact Name

Business Office

Office Location
Philip Spencer House
Hours
M
8:30 a.m. - 4:30 p.m.
Tu
8:30 a.m. - 4:30 p.m.
W
8:30 a.m. - 4:30 p.m.
Th
8:30 a.m. - 4:30 p.m..
Fr
8:30 a.m. - 4:30 p.m.

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