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Accounts Payable (AP)

Accounts Payable Responsibilities

The Accounts Payable team works in the Controller's Office and consists of two teams: a reimbursement (travel and non-travel) and a payment processing.
They interpret policies related to expenditures and then train university personnel on how to make payments to vendors and answer questions from vendors about payments.
They make decisions about payment of invoices or documentation about business purposes related to public funds.
They also handle special transactions.

Payment Forms

HokieMart Payment Forms replace the Direct Pay Form process. There are four Payment Forms available for qualified requests, based on specific categories that can be processed for payment only, with no purchase order needed. This webpage provides users with a list of qualified transactions outlined by payment categories that can be used on the Payment Request Forms.

Training and user guides can be found below. Additional updated information can be found in the March 19, 2025 edition of the Ledger.

AP Resources

Banner 9 AP Training

AP: Invoice Documentation Checklist Training

Clincard Training

HokieMart Payment Request Forms Training

AP: Food Approval Request System- Requestor

Payment Request Forms User Guide

Payment through Payroll or AP

How do you send invoices?

Email invoices to vtinvoices@vt.edu using the following guidelines:

For each invoice only send one (1) PDF file that contains all of the supporting documentation for the invoice.
You must include the purchase order number on the first page of the PDF file. This can be handwritten or inserted as a textbox to the PDF file. This is necessary because Controller’s Office employees are uploading the invoice into the Banner document management system, not processing from the email.
All Personally Identifiable Information (PII) will need to be blacked out by the department prior to sending the documentation to the Controller’s Office.
You can submit multiple invoices to vtinvoices@vt.edu in one (1) email. As previously noted, each invoice must be in a separate PDF file.
Do not email the invoice and send the paper documents to the Controller’s Office. It is each department’s responsibility to maintain all of the original paper documents for the transaction for one year after the end of the applicable fiscal year that the transaction was recorded. If you email the invoice and send the original paper document, the Controller’s Office will need to return it to the department. The Controllers’ Office will maintain the imaged records for seven years before destruction. The department can view the imaged documents using Banner Finance.

Who do you call?

Deciding who to call can be a difficult decision.

Procurement is responsible for demand and source determination as well as purchase order processing and monitoring.

Accounts Payable is responsible for payment processing, invoice verification, and ensuring goods, services, or both are received.

W-8/W-9 Digital Drop Box

The Controller’s Office has implemented a secure digital dropbox where vendors and departments can upload W-8’s, W-9's, and other tax documents associated with these forms.

The secure digital dropbox is available at the Controller’s Office website.

When submitting these forms, they should be in either PDF format or picture format.

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