Accounts Payable is responsible for processing invoices for Saint Louis University. All property to which the University takes title — or any services to be performed in its name — must be requested, authorized, received and paid for in accordance with the University's policies and procedures.
ACH Direct Deposit is the University's required payment form. Documentation should be submitted with supplier setup and/or supplier payment transactions.
The policies and procedures regarding the disbursement forms identified herein are applicable to all University budgeted funds and to all grants, contracts and other funds for which Saint Louis University is administratively responsible.
Disbursement Guide by Disbursement Type
| Disbursement Type | Document |
|---|---|
| Airline Reservations. All airline reservations must be made using the Concur Travel Booking Module | Concur Travel Booking Module |
| Concur Expense; non-travel report. For expenses incurred while conducting business within 50 miles of the customary work location. | Concur Expense; non-travel report |
| Consulting/professional services: Faculty | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Consulting/professional services: Staff | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Consulting/professional services: Non-employee | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Employee | Concur Expense; non-travel report; travel |
| Expense reimbursements. Non-employees | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Goods and services provided by outside vendors: Greater than $100 | See Workday Job Aid and Video Library> Finance tab> Job Aid-Procurement section for all job aids related to purchase orders. |
| Goods and services provided by outside vendors: Less than $100 | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Goods and services provided by University departments | See Workday Job Aid and Video Library>Finance tab>Job Aid - Financial Accounting>Financial Accounting: Create Internal Service Delivery |
| Honoraria: Faculty | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Honoraria: Staff | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Honoraria: Non-employees | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Local seminar/conference registration fees: Pre-payment | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Medical/health care services: Non-employees only | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Moving and relocation expense reimbursement: Employees | Concur Expense |
| Moving and relocation expense reimbursement: Non-employees | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Moving van/household goods | See Workday Job Aid and Video Library> Finance tab> Job Aid-Procurement section for all job aids related to purchase orders. |
| Postage: U.S. Postmaster purchases | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Prizes or awards: Non-employee | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Prizes or awards: Employee | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Professional entertainment: Faculty | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Professional entertainment: Staff | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Professional entertainment: Non-employees | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Reallocation of charges to reflect actual usage | See Workday Job Aid and Video Library>Finance tab> Job Aid-Financial Accounting>Accounting Journals: Transaction Correction |
| Refunds | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Speaker and lecture fees: Faculty | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Speaker and lecture fees: Staff | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Speaker and lecture fees: Non-employees | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Subject/patient study fees: Faculty | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Subject/patient study fees: Staff | One Time Payment. See Workday Job Aid and Video Library>For Business Managers tab>Job Aid-Compensation>Compensation Guide for Business Managers page 4>Request a One Time Payment. |
| Subject/patient study fees: Non-employees | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Subscriptions and periodicals | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
| Post-trip reimbursement: Employees (Travel expenses for travel to a destination more than 50 miles from the customary work location) | Concur Expense (Travel report) |
| Post-trip reimbursement: Non-employees (Travel expenses for travel to a destination more than 50 miles from the customary work location) | Supplier Invoice Request. See Workday Job Aid and Video Library>Finance tab>Job Aid-Supplier Accounts>Supplier Accounts: Supplier Invoice Request |
Disbursement Guide by Document Type
Supplier Invoice Request
Purpose: To request a check to a payee for the specific type of expenditures identified below:
- Consulting/professional services (non-employees only)
- Dues and memberships
- Expense reimbursements
- Honoraria (non-employees only)
- Local seminar/conference registration fees
- Medical/health care services
- Moving and relocation expense reimbursements
- Petty cash fund reimbursements
- Prizes or awards (non-employees only)
- Professional entertainment (non-employees only)
- Refunds
- Speaker and lecture fees (non-employees only)
- Subject/patient study fees (non-employees only)
- Subscriptions and publications
- U.S. Postmaster purchases
Internal Service Delivery
To purchase goods and services provided by other University departments.
Purchase Requisition
To request a purchase order to a non-University vendor for the procurement of materials, supplies, equipment and services.