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Frequently Asked Questions


Invoice Payment/Check Requests

Accounts Payable Deadline: What is the submission cutoff to guarantee payment in the same week?

Monday at Close of Business.

How to convert a PDF into a JPEG image for upload?

  • Open the PDF in Acrobat.
  • Click the Export PDF tool in the right pane.
  • Choose Image as your export format, and then choose JPEG.
  • Click Export. The Save As dialog box is displayed.
  • Select a location where you want to save the file, and then click Save.

 

Error: "An Error has Occurred on the Hamilton Website"

If you receive this error that mentions the "PdfReader not opened with owner password" (some PDF's have built in security, the system will reject secure documents), please follow the instructions on how to convert your PDF into a JPEG file below if this happens: 

 How to convert PDF to JPG using Acrobat:

  • Open the PDF in Acrobat.
  • Click the Export PDF tool in the right pane.
  • Choose Image as your export format, and then choose JPEG.
  • Click Export. The Save As dialog box is displayed.
  • Select a location where you want to save the file, and then click Save.

Vendor: Is the vendor ID# required?

No, only the vendor name is required to submit.

Vendor: Can I submit multiple invoices with different vendors together in one submission?

No, they need to be submitted for the same vendor.

Vendor: Vendor is new, what is required to process the request?

Upload a W-9, W-8BEN, or Foreign Source statement within the submission link or by using the W-9 Uploader form.  

https://www.hamilton.edu/offices/business/forms/w9-uploader

Invoice/Request: Can I submit more than one invoice at a time?

Yes, if they are for the same vendor.

Invoice/Request: What if the invoice has a purchase order, can I submit it myself?

  • Departments should submit the invoice and select Lucy Burke as the approver, with the exception of Facilities.
  • Facilities should send the invoices to Alfio LaRocca, Associate director for Business Operations, Facilities Management.

Invoice/Request: How do I know if a request was approved?

Once the request is approved, you will receive an email with an attached copy of the approved request for your records only.

Invoice/Request: Can I cancel a request after it has been submitted?

Yes, if an approver was selected, please reach out to them and have them reject the request.  If no approval was required, email agleasma@hamilton.edu with your request to cancel the payment.

Invoice/Request: What do I do if the approver rejects my request?

You will need to edit the request to correct any issues and then resubmit the request again.

Invoice/Request: Can I submit special instructions?

Yes, use the comments/instruction section to leave special instructions for example; send payment slip with check, etc.

Budget Number: Can I enter multiple budget numbers for an invoice/request?

Yes, but only one approver can be chosen at this time.

Budget Number: What if I do not know the budget number, can I submit without one?

No, a budget number is a required field; you must find this out before submitting the invoice/request.  If the invoice has an active purchase order listed then you may enter 00-0-000000-0000 as the budget number. 

Budget Number: How to submit grant invoices/requests?

Select Jeff Ritchie, Director of Sponsored Program Grants, to approve these charges.

Use Policy: What items can be submitted for payment on a check request?

  • Honorariums
  • Employee/student reimbursements
  • Fellowships/Scholarships
  • SEAS
  • Awards and prizes 
  • Services provided that do not come on an invoice 

Use policy: Do I have to use the links to submit an invoice or check request?

It is not currently a requirement but we ask that the College community help test the system. This process will become a requirement in the coming months. Email and campus mail submissions will only be allowed until this becomes permanent or the requests are special payments. 

Contact Information


Business Office

Philip Spencer House
Mon.-Fri.: 8:30 a.m.-4:30 p.m.
315-859-4322 315-859-4947 (1st floor) 315-859-4602 (2nd floor)
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