Overview
The Payment Request Workflow has been designed to facilitate and expedite requests for payment by departments in the situations listed below, and to eliminate the use of an eVA order for these types of transactions.
There are limited circumstances in which a personal payment (cash, credit/debit card) is the appropriate method to conduct university business. Most purchases must be made through eVA and/or with a Mason P-Card. Mason employees and students may occasionally incur non-regular or emergency expenses while conducting official university business. Please follow the guidelines for Reimbursing Employees to learn more about eligible reimbursements and utilizing the Mason Finance Gateway.
When to Use the Payment Request Workflow
If the P-Card is not accepted by the vendor and you are requesting payment for one of the following items:
- Conference registration fees paid directly to the vendor.
- U.S. Department of Homeland Security or U.S. Postal Service.
- Other: limited to non-routine transactions such as bank fees and transfers between state funds/orgs and local funds/orgs (requires pre-approval of the Purchasing staff.)
How to use the Payment Request Workflow
As of March 1, 2023, payments are requested through the Payment Request Workflow (click for quick guide). Accounts Payable will continue to accept the PDF fillable version of this form until June 1, 2023. The PDF version will not route through the new Workflow and will require the department to obtain manual signature approval and to submit the form via email. Click here to access the PDF version of the form.
Required Pre-Approval for the “Other” category:
- Email your request and provide relevant information to the Purchasing mailbox at Purch1@gmu.edu.
- Once approved, attach the approval to the Payment Request Workflow.