Welcome to Accounts Payable!
The Accounts Payable department at GVSU processes hundreds of invoices each day.  By following a few simple steps you can help us expedite the payment process.

• Whenever possible, use your department or individual expense card for smaller purchases
• Make sure to have the vendor's current Taxpayer Identification Form (W9, W8 BEN or W8 BEN-E) on file

Accounts Payable Office
2015 James H. Zumberge Hall
(616) 331-8010

Faculty/Staff

If you are a GVSU faculty or staff member, please see the links below for important information about our purchasing policy, using new vendors, payment process, payment types, invoice approvals and other helpful information.

Purchasing Policy (BOT 7.2)

Invoice Payment Policy (SLT 6.11)

Check Request Procedures (B&F Procedures Section #308)

Payment to Human Participants for Research (B&F Procedures Section #305)

Using New Suppliers- If the supplier is not already in Workday, you will need to ask the supplier for their completed Taxpayer Identification Form (W9, W8 BEN or W8 BEN-E.)  If they do not have one, they will need to complete the appropriate blank form listed below. This information will need to be attached in Workday when requesting a new supplier. 
Blank W9      W8 BEN Form     W8 BEN-E Form     W8 Form Instructions

Suppliers

If you are a supplier submitting an invoice to Grand Valley, please see Getting Your Invoice Paid. Here you will find valuable information that will expedite the payment process.

To ensure timely processing of your invoices before the holiday break, please see the below cut off dates.

Accounts Payable/Requisitions

These dates apply for anything that needs PAID prior to 12/19.  Please make sure to have requisitions/PO's in place before submitting your invoice to Accounts Payable.

• 12/9 Supplier requests for new invoices that need to be paid prior to break
• 12/11 Submit Initial Invoice and Supplier Inv Requests
• 12/16 Final Dept approvals to be complete by end of day 12/16

Reminders:

• All purchases of $5,000 or greater require a requisition with a signed contract/agreement or quote attached.
  • $5,000-$9,999: multiple informal quotes required OR sole/single source justification required
  • $10,000-$49,999: multiple formal quotes required OR sole/single source justification required
  • $50,000 & Over: Request for Proposal process required OR sole/single source justification required
• Payments to independent contractors for services require a requisition (regardless of dollar amount)
• ​When to Create a Requisition Flowchart

Expense Reports

• November Transactions submitted by 12/4, with complete approval by EOD 12/8
• December Transactions submitted 12/12, with complete approval by end of day 12/16
• Anything received after 12/16 will post in January.

On December 19, we will run a check run for all payments due through January 5.

As we do each year, we will do our best to process, post and pay anything received after these dates, but it becomes much more difficult to guarantee that.

Workday Resources