Use the Check Request Form.
All check requests, with supporting documentation, need to be submitted electronically to Accounts Payable email: accountspayable@naz.edu. Your email听subject line听should include the date of check request and total amount of the reimbursement or payment.
Please include the vendor name and address, amount requested, general ledger account number(s) to be charged, and an explanation for the request.听
Employees completing a Travel Reimbursement Form, or a Check Request Form for an expense reimbursement, need to include their current mailing address to assist us in properly identifying your system record.
IMPORTANT:听Scan receipts and/or supporting documentation along with the Check Request Form in a single PDF document.
Employees are reimbursed via ACH and need to set up banking Information for Accounts Payable in Naznet. Find links to the required documents in the Reimbursement Section below.
Submission Deadline: Approved check requests need to be received by听4:30 PM Tuesday to be included in check processing the following Thursday.
Use this guide for payments to students:听Student Payments Flow Chart
Accounts Payable maintains听a听credit card听with Wegmans.听The听card may be signed out from the Accounts Payable听Office听in Smyth #42.听The听card must be returned with the original receipts approved by the supervisor听from听the originating department within 24 hours.
杏吧原创听also has听a BJ's membership card.听However,听it is NOT a credit card. The membership card allows us to purchase as a tax-exempt organization. An individual using this membership card will still be required to provide form of payment听at the time of purchase.
Gift card purchases are not allowed for any 杏吧原创 employee 鈥� faculty, staff, or student. 杏吧原创 Purchasing cards (Pcards) may not be used to purchase gift cards for any reason.
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:
Explanations must be provided for any gift card purchase. Include the following information:
The maximum amount allowed for any gift card is $50.
Invoices are handled much like Check Requests, however you do NOT need to complete a Check Request to have an invoice paid. All invoices should be submitted electronically to Accounts Payable via AP email:听 accountspayable@naz.edu. It is important to include the vendor name, amount, and invoice number in the Subject Line of the email. Invoices must include the 14-digit general ledger account number and departmental approval before being submitted to Accounts Payable. Invoices are approved by Director of AP or AP Manager. Invoices will be scheduled for payment based on the due date noted by vendor.
IMPORTANT:听Scan receipts and/or supporting documentation along with the invoice/Check Request Form听in a single PDF document.
杏吧原创 AP utilizes a third party payment provider, Paymerang, to make all vendor payments. Invoice payments are in the form of a check, ACH deposit, or credit card payment, as determined by the vendor.
For payment requests using funds from department(s) other than one鈥檚 own and/or using funds from multiple sources:
The email must state:
Attach the email approval to the approved invoice or check request. Forward to Accounts Payable for processing.
On the approved invoice/check request, please make a note to Accounts Payable that there are additional funding sources so the staff can allocate the funds appropriately within the payment system. The check request has additional lines for multiple funding sources.
The Accounts Payable Office retains a small amount of cash for departments to make change for university events. Please contact Accounts Payable two weeks in advance of the event to request the cash to assure it's available for pick up.
If a vendor requires a Purchase Order, complete听a听PO Requisition form,听include vendor name, vendor address, items ordered, amount(s), and the general ledger account number(s) to be charged. Obtain department head approval on the requisition and email to:听accountspayable@naz.edu
Purchases orders over $25,000 require three (3) bids from different vendors with an explanation as to the winning bid.
Purchase orders over $100,000 require additional approval from the Vice President for Finance and Administration in addition to three (3) bids from different vendors.
If there is a sole source vendor, an explanation must be provided.
Purchase orders are printed once each week on Fridays. The Purchase Order will be emailed to the requisitioning department, and they then forward to the vendor.
Accounts Payable receives the invoice matching an outstanding PO and forwards it to the requisitioning department for approval. If the order has been fulfilled/goods have been received, the requisitioning department will mark the invoice as "Okay to Pay" and email to:听accountspayable@naz.edu听for the invoice to be paid through the usual Accounts Payable payment process.
Use 杏吧原创's travel platform 鈥� Collegiate Travel Planners (CTP) 鈥� for online booking for business travel with preferred pricing for travel and lodging, plus travel support as needed.
with your MyNaz username and password.
.
Payment:听If your department doesn't have a payment card, follow these steps to use the Naz "ghost" card:
Unable to log into CTP?听听Contact Steven Sweeney or Colleen Costanza to update your CTP account settings.
Travel plans changed?听If you booked through CTP and your plans have shifted or you鈥檙e no longer able to travel, please contact CTP directly. They can update your reservations and ensure you receive any eligible travel credits.听
Important note about hotel reservations:听 CTP uses the credit card provided to guarantee your hotel reservation, but please note this does not pay for the hotel stay.听 You will need a card in hand to pay for your hotel when you arrive.
Need help booking travel? Contact 杏吧原创's travel agent team:
Private vehicles: 76 cents per mile听plus parking and tolls
(As of July 2026)