What you should know about purchasing supplies, paying vendors and check requests.

  • Download the Check Request form (PDF)
  • Contact the Budget Office at budgetoffice@rider.edu for approval and training for purchase order creation.
  • Purchase Orders are required for all purchases over $1000 and should be created prior to the items being purchased.
  • Purchases under $1000 do not require a Purchase Order, but one may be used if required by the vendor.
  • Purchase Orders are not required for "inside" vendors such as Ricoh, Barnes & Noble and W.B. Mason.
  • A Purchase Order is not to be used as a check request. No Check will be issued as a result of a Purchase Order.  Only a check request or approved invoice will generate a check.  A check request should only be used on rare occasions and must be accompanied by a form of documentation (e.g., original receipts, registration form or order form-if the form is to be mailed with the check include the form plus a copy). Any check request that does not have the proper documentation will be returned to the department.
  • Invoices will be paid when they have been properly authorized by the department. 
  • All checks will be mailed from Accounts Payable. The only exceptions will be employee reimbursements, Athletic Officials, honorarium payments, and other pre-approved exceptions.
  • Any documentation that needs to accompany the check must be attached to the approved invoice or check request (note: the approved invoice must stay in the Accounts Payable Office as backup for the payment and cannot accompany the check).
  • Allow at least 5 business days for processing of any invoices or check requests. Please make sure the date requested and date required is included on all check requests.
  • Accounts Payable produces checks once a week. Checks are available for pick-up after 10:00am on Thursday.
  • Please have vendors send invoices directly to the department. This will expedite the payment process.
  • Vendors being paid for services performed for the University must have a current W-9 form on file with Accounts Payable before payment can be made. Email Accounts Payable at ap@rider.edu if you are unsure whether or not a form is on file. This is an IRS requirement. (W-9 forms are used to prepare the annual 1099 MISC income for both the vendor and the IRS.)
  • Employee advances must be reconciled within 15 business days of returning from business travel. Additional advances will not be approved until all previous advances are reconciled.
  • Mileage is currently reimbursed at the IRS approved rate. Exceptions: Admissions and supervising teachers. Email Accounts Payable at ap@rider.edu if you have questions regarding this policy.