Payment Services

Required Steps: 

1. Verbally confirm the banking details with the vendor in the following instances. If further clarification is needed, please reach out to acctspay@liberty.edu.
   1. New vendor or first-time wire/ACH
   2. Existing vendor, infrequent wire/ACH (to confirm information has not changed)
   3. Banking information has changed
   4. Discrepancies have been discovered in banking details
   5. Any time there is concern of fraud
   6. View the wire addendum for further guidance
2. Provide PS with all appropriate documentation (W-9/W-8, invoice, bank info, etc.) by emailing acctspay@liberty.edu (if not already provided in BuyLU)
3. An PS processor will reach out to verify wiring information with requestor
4. Once all information is verified, the payment is invoiced in BuyLU and sent to accounting

Note: Bank has cutoff times for wire payments. Late afternoon requests may not be able to be processed until the next day.

1. Request the vendor to fill out this ePayable form (note: form is not needed for vendors who prefer checks. Check is the default payment method)
   • Payment method options
     • Virtual card, Net 10 days
     • ACH, 1% 20, Net 40
     • ACH, Net 40
     • Check, Net 45 days (default method)
2. Send the form to acctspay@liberty.edu
3. An PS analyst will send an email to FIS global (our bank’s third party) to initiate the enrollment process by reaching out to the vendor directly. The vendor is notified to look out for correspondence from FIS.

*Note: payment terms may vary per contract terms especially for individual payments

1. Forward the credit application to acctspay@liberty.edu
2. Once received, PS will forward it back once it is approved and signed.

Employees 

Reimbursements for employees are submitted through Infor. For questions or concerns, please contact Procurement.

External Individuals

• Payments to external individuals are submitted in BuyLU after receiving HR approval.
• If the individual is a student, reach out to Supplier Management to get them set up as a vendor
• For any concerns regarding sensitive payments, reach out to acctspay@liberty.edu

A Non-PO Check Request is required when an organizational unit makes a commitment, except for P-Card purchases, prior to Procurement issuing a purchase order. This includes authorizing a supplier to begin work prior to the vendor receiving the PO or obtaining goods/services and subsequently submitting the invoice for payment. This is a policy violation and requires an explanation of why a PO was not obtained in advance. Requisitions for items/services already purchased/received are strongly monitored to ensure the payment process for such exceptions to normal procedures are acceptable. Procurement & Payment Services work to ensure the necessary information is provided. An invoice is required for payment processing. Additional information/comments might be requested to ensure all adequate documentation is provided to ensure payment accuracy.

Gifts and incentives (i.e. giveaways, prizes, employee recognitions, awards, benevolence items, etc.) may be purchased on behalf of the University through a P-Card or purchase order, provided the gift is:

• Given for a business purpose
• Not given on a frequent or recurring basis to any one recipient, and
• Not given to a Liberty University employee ranked higher than the purchaser of the gift

When a gift is purchased and disbursed, the purchaser or presenter of the gift must submit an Incentive/Gift Reporting Form to Payment Services (Green Hall, room 2725) within 14 days of disbursement.  The form must detail the document number of the gift purchase, where the gift was purchased, the type and cost of gift, date of gift disbursement, and the reason for the gift. Depending on the type and cost of the gift, the form must also include the recipient’s information for tax reporting purposes.

In all cases when a cash or cash-equivalent gift is disbursed, the recipient’s information is required. If the gift was neither cash nor cash-equivalent, the recipient’s information is required only when

• the gift is valued at or greater than $25 and the recipient is an employee or student, or
• the gift is valued at or greater than $100 and the recipient is not affiliated with Liberty University (e.g. donor, host, alumnus, prospective employee, or speaker).

For questions regarding gift and incentive reporting and policies, please contact Payment Services by email at acctspay@liberty.edu or by phone at (434) 592-3166 and see the Incentive/Gift Reporting Procedures.

For our FAQs, please visit our FAQ page below.

Frequently Asked Questions