• All requests must be submitted using proper forms. Those submitted otherwise will be returned to you for correction before payment is processed.
• 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 five (5) business days later on Wednesday. For example: Requests submitted before 3 p.m. on Wed, 3/16 will be ready to mail or EFT processed on Wednesday, 3/23.
• 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.

All W-9 or ACH forms will be collected via a secure link sent by TDF – we will no longer accept that information via email or attachments. Please reach out to TDF for new vendors or to submit updated information for an existing vendor.

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

• Submit one (1) payment request per email.
  • 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 as soon as possible.
• Subject line must include: Payee Name (Example: Office Depot)
• 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
    • 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]. I represent that, to the best of my knowledge, the expenses and supporting documentation are true and accurate, and support the mission of the organization.

• Electronic Funds Tranfer (ACH) is the preferred method of making payments from your fund. See “Information Security” below.
• Vendors will be paid according to the Payment Method selected and what is on file with TDF.

• 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 (given our weekly payment processing timelines and when these set dates fall within the month).
• Any changes to the amount or payment information for a vendor on a recurring payment request must be submitted 3 business days prior to our processing date in order for changes to take effect.
  • Change requests received later than 3 business days prior (i.e. Wednesday at 3pm) will not be processed until the following scheduled payment.