Payables Frequently Asked Questions

General Questions

When is a Payment Request Form required?

Unless your department has a different requirement, a Payment Request Form is only needed when: 

  • An invoice with an invoice number is not part of the supporting documentation;  or
  • An invoice does not have an invoice number

When submitting an invoice with an invoice number to MFA Payables, please ensure the following is present. This information cannot obstruct any information on the invoice. Please place the information in a blank area on the invoice as the invoice must remain legible.

  • Approval is given by writing on the invoice “ok to pay”
  • The approval is signed and dated. The approver should print his/her name after the approval signature. 
  • The approver should identify his/her title.
  • Provide general ledger coding/accounting string to which the expense should be charged.  If the invoice is PO related, please identify the PO number, if the number is not present on the invoice. For blanket PO numbers, a release number with the PO number is needed.
Why is a Payment Request Form required when I have already sent in the invoice?

A Payment Request Form is required when an invoice does not contain a valid invoice number. A valid invoice must include an Invoice Number, Invoice Date, Company Name and Address, and Amount Due.

When is a Purchase Order Required?

Specific information about purchase orders is located on Procurement’s website.  Items exempt from competition do not require a purchase order.

What is the difference between a Purchase Order and a Payment Request?

A Purchase Order is issued by  Procurement after a requisition is submitted to them. A Payment Request Form is used to submit an invoice for payment to MFA Payables.

What is the process for creating a Purchase Order?

Information about creating a requisition for a purchase order is located on the purchase orders webpage.

Where can I find information about the Supplier Registration process?

Information about new supplier registration is located in the Suppliers section of the Procure-to-Pay website. Existing suppliers can find information about updating and maintaining their data.

What is the difference between an invoice and a pro forma invoice?

An invoice is the official document from a supplier requesting payments for goods or services rendered. A pro forma invoice is a price quote and subject to change. MFA Payables does not pay from pro forma invoices, statements, quotes or estimates.

What is the status of my payment and where can I go to see payment information?

All departmental users can run the SC-255 report in the Enterprise Accounting System (EAS). If you require assistance in running this report, please visit  EAS Training & Support and select the Learn about EAS Reports  link.

What is the status of my payment and where can I go to see payment information?

All departmental users can run the SC-255 report in EAS. If you require assistance in running this report, please visit EAS Training & Support and select the Learn about EAS Reports link.

Travel & Business Expense Reimbursements

Can I still be reimbursed if I've lost my receipt?

Use an approved Missing Receipt Acknowledgement and Approval Form as your receipt in Concur.  It is not intended to replace a missing/lost receipt on a consistent basis. Lost/missing receipts should be infrequent and unusual, as receipts can be reprinted or easily requested (i.e., hotels, catering, restaurants if the date is provided), and should generally be for small dollar amounts.

Are receipts required for expenses less than $75.00?

Meals and miscellaneous expenses (tips for baggage handlers, metro fares, etc.) under $75.00 do not require a receipt but the expense must be appropriately documented.

How do I determine the current mileage reimbursement rate?

We follow the IRS standard mileage  rate.  As this updates yearly, please put mileage rate in their search tab for the current rate.  Concur does this automatically.

I have direct deposit with Payroll. Why did I receive a check?

If you have direct deposit with Payroll, you should receive your reimbursements direct deposited. If this is not happening, you should contact Payables at (571) 553-0247 or P2P@mfa.gwu.edu.

How do I repay the MFA for advances and personal use charges?

Repayments should go through the Touchnet site when available.

If reimbursement online is not possible, payment may be made to The Medical Faculty Associates by check or money order and should include the Report Name & Date or the Report Key in the check memo. Checks should be given to the department administrative staff or mailed to:

GW MFA Payables
45155 Research Place
Ashburn VA 20147

Stop Payments

I do not know the check number and payment date of the check I need to stop. Where do I find that information?

All departmental users can run the SC-255 report in EAS. If you require assistance in running this report, please visit EAS Training & Support and select the Learn about EAS Reports link.

Can the replacement payment be issued electronically?

Yes. All supplier profile modifications such as banking changes must be initiated by the supplier using the new self-service portal, iSupplyGW. Information regarding the portal, along with training documentation, can be found in the Doing Business with GW section of the procurement website, or contact isupply@mfa.gwu.edu for additional assistance.