Rush Payment Requests
Rush Payment RequestsThe purpose of this policy is to provide guidance on requests for rush payments and to ensure compliance to the University System of Georgia, State Accounting Office and Institute payment policies.
Accounts Payable is responsible for processing payment requests within five business days of receipt of request, with the exclusion of peak periods. In order to allow efficient processing of all payments, requests should be submitted in a timely manner to allow adequate time for processing.
There will be instances, however, that the campus unit is unable to do this due to circumstances beyond their control. Rush payment requests should only be used in those situations. Additional time and effort goes into providing campus with additional services such as rush payments. Campus units should follow the rush payment request procedures to ensure the payment is processed, and received by the vendor in the necessary time frame. In all cases, suppliers must be registered on the Institute’s Supplier Portal for payments to trade vendors and all payments for rents, royalties, and services.
Same-day checks are not feasible, due to payment processing production schedules. Rush payment requests received by noon, if approved, will be processed within 48 hours.
| 3.1 Types of Rush Payments | |
Supplier Invoice Request (Non-PO Requests)
| Submit Supplier Invoice Request (SIR) via the Institute’s Financial System using the handling code “RUSH” and provide justification. Comments should also indicate the rush payment. Additional approval in work flow is required. |
Invoices with Purchase Order
| Submit a ServiceNow request to Accounts Payable with rush request form attached and invoice. ‘RUSH PAYMENT REQUEST’ must be in the subject line to ensure priority payment processing. |
| 5.2 Rush Payment Process | |
| Procedure for Rush Payments | All rush payment requests require a valid justification as to why an exception should be granted outside the standard processing time. Any rush forms with incomplete information or insufficient supporting documentation will not be processed and will be returned to the requestor. The Accounts Payable Manager will initially review to ensure all required fields on the payment request form have been completed and sufficient documentation has been provided. All rush payment requests must be approved by the Director of Accounts Payable & Travel prior to being processed. |
| Invoice Payments | The invoice must be approved and have an appropriate PO reference and sufficient encumbrance balance to cover the payment. If the PO is $3000 or greater, a receipt must be entered in the Institute’s financial system delayed. Submit the invoice with the approved rush payment request form as a ServiceNow request to Accounts Payable with ‘RUSH PAYMENT REQUEST’ in the subject line to ensure priority payment processing. |
Departments are responsible for submitting rush payment request with valid justification and appropriate approvals.
The Accounts Payable Manager will initially review to ensure all required fields on the payment request form have been completed and sufficient documentation has been provided.
All rush payment request must be approved by the Director of Accounts Payable & Travel prior to being processed.
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| Revision Date | Author | Description |
| 12/2020 | Accounts Payable | Updated to align with Workday |