Reimbursements for Person Not Employee or Student
Paying Reimbursements Process
If paying for labor or hours, the individual must register and submit an invoice. This is for reimbursements only.
Domestic individuals must be invited to register through PaymentWorks to be set up as a supplier. International individuals do not have to register in PaymentWorks. Instead, departments should submit the required documents in GW iBuy + Invoice using the instructions in the Guide for Submitting Internally Created Invoices Requiring New Supplier Setup.
Steps to Submit
- Select CONCUR Invoice module.
- Create a New Invoice.
- Search and select the supplier code that matches the invoice remittance address and complete the following steps.
- Enter the appropriate mandatory and optional fields. Choose invoice type of Non-employee reimbursement. Invoice naming convention is first and last initials of the person, date (6 digit format) and RE at the end. RW021722RE
- Itemize the invoice ensuring the correct expense type and/or award, org type are selected and all other appropriate fields are populated.
- Distribute the expense by either percentage or amount.
- Upload the properly prepared invoice image and supporting documentation - itemized receipts, a memo indicating what the payment is for, and an email from the person with the address where they want the check to go. .
- Submit invoice request to requisite approver(s).
- Please refer to the GWU Travel & Expense Policy for reimbursements related to GWU & MFA.