Disbursements Services
The Disbursements Services Office has responsibility for the review and disbursement of the University's funds in accordance with its policies and procedures. The Disbursements Services staff processes invoices from external vendors as well as travel payments to faculty and staff.
Please note that prior to forwarding payment requests to Disbursements Services for processing, ALL requisitions and check requests are submitted to the Purchasing Department for approval.
Travel disbursements are governed by General Statutes 138.5, 138.6 and 138.7. These regulations establish the maximum per diem transportation and subsistence allowance for in-state, out-of-state and out-of-country travel.
Disbursements Services uses a 10% tolerance over or under the original purchase order for paying invoices. If a change is made to the original order or if the order exceeds the 10% tolerance, the Purchasing Department will need a change order.
External and internal customers are to expect a ten-business day turnaround from when paperwork is received in Accounting to when a check is available for distribution (including travel requests). The ten-business day turnaround allows the Accounting Department sufficient time to requisition state funds if necessary.
Please note that if you receive a memorandum from Disbursements Services requesting that a specific action be taken against an invoice or purchase order, please expedite the request immediately to avoid delays in processing the payment. If for any reason a request for payment is not submitted prior to ten-business days of the due date or travel, the "Request for Emergency Check Form" will need to be completed with supporting documentation attached for payment.
Once checks are processed and available for pickup, Accounts Payable will forward an email notification to the requester or to the approved designee. Students are not allowed to pick-up checks.
PLEASE NOTE: Effective April 1, 2008, all non-payroll employee payments will be disbursed by direct deposit or mail. This change does not affect Cash Advance payments.
In order to have your payments made via direct deposit, please complete the "Employee Direct Deposit Authorization Form" located in Public Folders/Accounting/Travel. This form must be completed along with a voided check and submitted to Disbursements Services in a sealed envelope to protect the confidentiality of the documents.
Questions regarding payment of purchase orders, check requests, wire transfers, and personal service contracts should be directed to the Disbursements Services Office. Every effort is made to pay all invoices and obligations promptly when due.
| Office Location: | 109 Eller Hall |
|---|---|
| Office Hours: | Monday - Friday |
| 8:00 am - 5:00 pm | |
| Main Telephone: | 336.750.2742 |
| Fax: | 336.750.2728 |
| Accounts Payable Staff | Area of Responsibility | Contact Information |
|---|---|---|
| Judy L. Cooley | Disbursements Services Manager | 336.750.2732 cooleyj@wssu.edu |
| Tracey Jordan | Invoice Processor (A-M) | 336.750.2002 jordantr@wssu.edu |
| Kathleen Hurley | Invoice Processor (N-Z) | 336.750.2239 hurleyk@wssu.edu |
| Kerri Jordan | Lead Travel Audit Officer | 336.750.2745 jordank@wssu.edu |
| Jeanette Valentine | Travel Audit Officer | 336.750.2803 valentinej@wssu.edu |
