Our goal in the Accounts Payable Department is to process payments to vendors, Students, faculty, and staff in a timely yet accurate and efficient manner.

 

Invoices

All invoices must contain the following information:

  1. Vendor Name and Address and Phone Number
  2. Purchase Order (PO) number
  3. Description of goods and or services and dates of service, if applicable.

To prevent any delay in processing, vendors are encouraged to submit all invoices to Accounts Payable at [email protected]
All invoices will be paid within 30 days.

If the invoice is provided to the department at the time the service was rendered or when the goods were delivered, the Department should sign and submit that invoice via email it to Accounts Payable for processing.

 

Payments to vendors

In order for Accounts Payable to process payments to vendors for merchandise received and/or services rendered, the following documents are required:

  1. Original Invoice from the Vendors
  2. ECC Purchase Order # (issued by the Purchasing Department)

 

Check Request

The Check Request (CR) process is used to request payment to companies and individuals for the following transactions:

  1. Membership dues
  2. Conference Registrations
  3. Travel Request Reimbursements
  4. Legal Settlement
  5. Student Stipends/Payments
  6. College-approved vendors on the premises (dining hall and bookstore)


The Check Request Form can be found under Finance Agreements & Forms.
The form is an interactive form; you should type your information.

Check Request Form Policy

  1. All Check Requests must have supporting documents, such as order forms, registration forms, invoices, W9 forms, tax-exempt 501(C)(3), and W-8 BEN if applicable.
  2. Should a vendor require our tax-exempt certificate, please indicate that on the check request.
  3. All checks will be mailed out directly to the vendor from the Accounts Payable Department.
  4. Check your budget to ensure you have the funds for payment.
  5. All data on the Check Request Form should be typed.

 

Processing/Timelines

All completed and approved Check Request Forms must be sent/delivered to the Accounts Payable Department as soon as possible. Incomplete or inaccurate forms will be returned for correction and resubmission.
Accounts Payable processed checks every Thursday with the following Monday’s date on the checks. In order for a check to be processed on the Thursday of that week, the completed Check Request form with all supporting documentation must be received at least by 5 pm on that Monday of the week.
Any documentation received thereafter will be processed the following week.
Adherence to the above guidelines and instructions will enable timely payment to College vendors.