Accounts Payable

Expense reports must be submitted and approved by Supervisors by 12/6 IN CONCUR in order to be paid in 2023.  After 12/6 any previous expense will not be able to be reconciled in Concur or transferred to Workday.  Charges not reconciled and approved by 12/6 will be charged against their Division’s Reserve. 

P-card transactions/expenses after 12/6 should be for emergency use only to minimize the number of expense reports being held/submitted in Workday after go-live.  Please plan ahead.  Any new transactions/expenses after 12/6 will be held and submitted IN WORKDAY after go-live.


Suspension Dates

Activities to be temporarily suspended 

Dec. 6, 2023 - Dec. 31, 2023

P Card Charges 
P Card usage in December should be as minimal as possible. Card transactions will not feed into Concur after 12/6 and will be held to be fed into Workday in January. 

Charges posted to your card until December 6 should be reconciled in Concur as soon as possible. Charges posted to your card after 12/6 will need to be reconciled on an Expense Report in Workday in January. 

We encourage you to complete all transactions using a P Card in November to minimize the number of transactions to be completed within Workday in January.

Dec. 8, 2023 – Dec. 31, 2023 

Invoice Submission to AP 
Utilities are an exception.

Dec. 13, 2023 – Dec. 31, 2023 

Invoice Approval 
Utilities are an exception.

Dec. 21, 2023 – Dec. 31, 2023

Transfer Requests
Transfer requests must be completed and submitted to Accounting by 12/21. Beginning in January, transfer requests will be completed in Workday. To learn more, see What Systems Are Workday Replacing?

Other Key Suspension Dates

Workday Key Dates

A number of personnel and financial processes will be suspended in advance of the Workday going live in January. To view all key dates relating to the Workday transition, visit the Workday Key Dates webpage.

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

Welcome to the Accounts Payable Webpage!
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 p-card for smaller purchases that don't require a purchase order or direct bill to GVSU
  • Make sure we have the vendor's current Taxpayer Identification Form (W9, W8 BEN or W8 BEN-E) on file
  • Make sure all invoices are sent directly, as an attachment to [email protected], or if e-mail is not an option, faxed to (616) 331-3287 or mailed to GVSU - Accounts Payable, 1 Campus Drive, 2015 Zumberge Hall, Allendale, MI  49401
    Note: please do not send a link to the invoice, we must receive the document as an attachment.

Accounts Payable Staff

Brian Thompson - [email protected] - 331-8010

Cathie Richter - [email protected] - 331-3021

Julie DeVecht - [email protected] - 331-2202

Erica Herwig - [email protected] - 331-2287
     Assistant Controller


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, OnBase 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)
     Check Request Process Flow Chart
     Step-by-Step Instructions 

Current Year Month End & E-Print Availability Dates

OnBase Access & Users Guide

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

Using New Vendors - If the vendor you select is not already in the Banner Finance System, you will need to ask them 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 and submit it to Accounts Payable at [email protected]
Blank W9      W8 BEN Form     W8 BEN-E Form     W8 Form Instructions


If you are a vendor submitting an invoice to Grand Valley, please click the link below.  Here you will find valuable information that, when followed, will expedite the payment process.

Vendors: Getting Your Invoice Paid

Page last modified October 20, 2023