• All requests must be submitted using this new form. Those submitted on any other form will be returned to you for correction.
• If you are submitting multiple receipts to support a reimbursement, please detail the expenses on the Expense Detail form. You do not need to include the detail form if there is only one receipt.

This is a hard deadline.

• Checks and EFTs will be sent ten business days later on Wednesday. For example: Requests submitted before 3 p.m. on Wed, 3/18 will be ready to mail or EFT processed on Wednesday, 4/1.
• Payment requests submitted after the weekly submission deadline of Wed, 3 p.m. will be included in the following week’s payment request run. For example: Requests submitted Thursday 3/19, will be processed for payment the week of 4/8.
• During the holiday season, we will adjust this schedule accordingly and provide you with a holiday processing and payment schedule.

This will help ensure our team can track your request and that nothing is overlooked.

• Subject line must read: Payee Name and Payment Amount. (Example: Subject: Office Depot, $25.24)
• If more than one payment request is submitted in an e-mail, guarantee of payment for each request included in that e-mail will not be made.
• If an invoice or payment request is overlooked due to multiple requests being submitted in one e-mail, the overlooked request will be processed on the day it is found (in-line with the schedule above).

Incomplete payment requests will not be processed with that week’s check run. We will return the request to the submitter for corrections as soon as reasonably possible during the review stage of our processing.

Incomplete payment request examples include:

• Incorrect form used
• Missing vendor information
• Missing appropriate invoices / receipts / proof of payment
• Missing or non-current W-9 form (If you need a blank W-9 form, please follow this link.)
• Missing bank or payment information
• Missing approval signature
  • If you are unable to physically sign the request form, the body of your email must include the following language:
    • I approve payment to [name] in the amount of [amount] for the purpose of [description of expense].

Vendors will be paid according to the Payment Method selected on the payment request form, regardless of what other payment options The Dallas Foundation has on file for that vendor. For example, if a payment request form indicates payment by check, our Finance staff will cut a check for payment.

Payments for all recurring requests will be made before the outlined payment date. For example, a payment due on 3/15/20 will be processed 1-4 business days before that date.

Additionally, any changes to the amount on a recurring payment request must be submitted 3 business days before our processing date for changes to take effect. Change requests received later than 3 business days before processing (i.e. Wednesday at 3 p.m.) will not be processed until the following scheduled payment. This includes changes to banking information.