Once a payment request is submitted with appropriate documentation and authorization, a payment will be issued in 7-10 working days – you must plan ahead! Requests should be a minimum of $20. Instructions for Reimbursements, honorariums OR vendor invoices are below.
Reimbursement/Honorariums Form
Reimbursements: If you are submitting a reimbursement request, please go to the Reimbursement/Honorarium Form link above or on the my.lakeforest Administration page. You will need to log in. Employees complete the information for reimbursement, upload a PDF of your receipts, enter the name of the approver at the bottom and they will be emailed automatically.
Honorariums: If you are submitting a reimbursement request, please go to the Reimbursement/Honorarium Form link above or on the my.lakeforest Administration page. You will need to log in. Enter the payee by clicking on vendor and searching by name. If they are a new payee, upload their W-9. Fill out the form and upload a PDF of supporting documentation (e.g. email communication arrangements), enter the name of the department Chair as the approver at the bottom and they will be emailed automatically.
If you are both the requestor and approver, enter your own name as the approver. You will have a two-step process. Submit as many requests as needed and then either click on the link in the approver email you receive, or go directly to the Approval Form link on the same page as the Reimbursement/Honorarium Form.
Approval Form: If you receive an email to approve a reimbursement or honorarium please do so timely. You can approve one or several submissions at a time. Once you have approved, AP will be able to process the reimbursement or honorarium.
You will be able to see on my.lakeforest both the requests you have submitted and approved.
Vendor Invoice Payments
Submit vendor invoices via email to Accounts Payable, however please put all payment instructions and approval on one attached PDF. Adding instructions to the invoice can be done by handwriting on your paper invoice and then scanning, copying a clipping from a template you create, or by adding text to an electronic invoice.
Here’s how to add text to a PDF:
Open electronic invoice with Adobe Acrobat Pro DC (which can be set as your default)
Click Edit PDF from the menu on the right
Click Add Text from the menu bar near the top
Place cursor on the document wherever you want to add the text
Type instructions:
Account number to charge
Description of services to appear on your budget line
Approver name and Date
Save File with vendor name to wherever you electronically file invoices for payment
Email completed invoice(s) as an attachment to accountspayable@lakeforest.edu
Optional: Combine PDFs for the same vendor and save file with vendor name first, followed by quantity of invoices included (e.g. Warehouse Direct- 2 invoices)
The College uses a third party, Paymerang, to process payments. Once AP processes requests they are sent to Paymerang for payment processing. Paymerang will contact vendors directly to initiate the best payment method. Employee/Student Reimbursements will be issued as Direct Deposit (if enrolled) or eCheck to their College email address. Contact Paymerang Support at support@paymerang.com to request an invitation to enroll in ACH direct deposit for reimbursements (not Payroll). Contact Deluxe support at support@deluxeechecks.com or 877-333-6964 with technical questions about eChecks received by email.