Before proceeding with a payment request, confirm that the supplier has been set up in GMS with the intended default payment type. Payment types in GMS include:
- ACH payment
- Check payment – check [issued by GU] and may require special handling
- ViewPost- payment may be issued via virtual card, electronic check or a physical check
- Wire Transfer payment.
Accounts Payable is responsible for processing each of the following types of GMS payment requests:
Miscellaneous Supplier Invoice Requests (including but not limited to requests for wire transfer payments and honoraria payments); and
Small Invoice Transmittal Form. For information regarding ProCard payments, please refer to the Procurement Card subsection.
Emergency / Urgent Payments
Emergency, urgent and wire payment requests may be submitted to Accounts Payable by University Personnel using the Miscellaneous Supplier Invoice Request process. “Urgent” must be entered in the Header Memo Field. Job Aid: Miscellaneous Supplier Invoice Requests
PO-based Payment Requests
Georgetown University requires purchase orders for non-ProCard payments above $500. GU personnel should request that suppliers send PO-based invoices directly to Accounts Payable. Sending PO-based invoices elsewhere may delay payment processing. Suppliers should direct PO-based invoices to the following address:
Georgetown University Accounts Payable
2121 Wisconsin Ave, Suite 400
PO Box 571165
Washington, DC 20057
Miscellaneous Payment Requests
Payment requests (for purposes such as Honoraria, Pre-approved Legal and Professional Services Expenses, Non-Employee Reimbursements, etc.) must be sent to Accounts Payable via GMS by creating a Miscellaneous Supplier Invoice Request. See Miscellaneous Supplier Request Video .
The required documentation should be attached in GMS as a single PDF file using the following naming convention:
- (e.g., Buckley_250_Jones_031515)
The Miscellaneous Payment Request Form and required documentation should be sent combined as a single PDF file using the following naming convention:
- (e.g., Buckley_250_Jones_031515)
Small Invoice Payment Requests
Small Invoices (< $500.00)
Small invoices for non-contract and non-PO related expenses may be submitted to Accounts Payable by University Personnel with a Small Invoice Transmittal Form attached. One form per invoice is required.
For faster processing, please scan the invoice and combine it with the form into a single PDF file.
If the invoice has an invoice number, please save the document with the following naming convention:
- RequesterLastName_Payee_Supplier Invoice Number_MMDDYY
- (e.g., Jones_Microsoft_Inv003815_032515)
Then, email the saved file as an attachment to one of the campus specific email addresses:
Payment Status Inquiries
Suppliers may check the status of their invoice(s) using the following link. Please note Supplier are required to register with ViewPost to access their invoice status.
For other questions about the status of a payment request, please email email@example.com.
The ProCard empowers users, within approved limits, to procure authorized goods and services directly from vendors who accept MasterCard. The card can also be used to pay for authorized travel and entertainment expenses.
Employees of Georgetown University with procurement and/or travel and entertainment responsibility are eligible for a ProCard.
ProCard Application and Training Process
Effective Monday, December 9, all new ProCard requests must be submitted in GMS. This change will allow for automated routing, reduced paper consumption and greater transparency in the application process. Please refer to the job aid (new window) for more details about the new GMS process.
An important change to the ProCard application process is the satisfactory completion of ProCard training prior to application submission. The Expense Management Department (formerly ProCard Office) will not process applications for employees who have not yet completed the required training.
Regular ProCard training is scheduled on the second and fourth Wednesday of every month. To register for training, please email a request to firstname.lastname@example.org (new window).
The ProCard must be used in accordance with Georgetown University’s ProCard Policy FA 161-07. The policy outlines the cardholder’s responsibility for securing the card, making authorized purchases, and reconciling transactions in a timely manner. Additionally, the ProCard Manual provides detailed information regarding proper use, limits, and responsibilities of the ProCar holder.
Sales Tax Exemption
ProCard users are responsible, as agents of the University, to ensure that sales tax is not charged whenever applicable. More information and Sales Tax Exempt Documents can be found at the Tax Department’s Sales Tax Overview.
PaymentNet, is JP Morgan’s web-based software for managing, reconciling and reporting ProCard transactions. ProCard holders are issued credentials that allow them to access this resource located at J.P. Morgan Commercial Card Portal
ProCard Office 2121 Wisconsin Ave, Suite 400 Washington, DC 20007
Email us at ProCard Office
Gifts in Lieu of Payment
Petty Cash Custodians must have a GMS SUP# (i.e. Supplier #). Request SUP# by completing the Tax Department Request Form if you do not already have one. Please reference the Petty Cash & Imprest Checking Accounts Policy for procedural questions.