Accounts Payable

The AP team strives to provide the best service possible to our customers. Your understanding and compliance with the procedures will allow vendor invoices and reimbursements to be processed in a timely and efficient manner.

To ensure that all invoices are processed in a timely manner, it is critical that invoices be emailed to the Accounts Payable Department at dst-accountspayable@alamo.edu as quickly as possible

Message to Vendors

For prompt payment of your invoices, we request you follow the process below:

Valid current Purchase Order numbers are required on all invoices. Failure to include a PO number will delay your payment. Do not provide services or goods unless you are given a valid PO number. To ensure prompt payment of your invoice, please send the invoice to the address listed above and include the PO number. Exceptions may apply

Check Distribution

Approved invoices, direct pays, and travel reimbursements are processed twice a week.  ACH (direct deposit) payments are processed Monday and Wednesday evenings. Funds may take up to 3 business days to reflect in your account. If you are expecting a deposit, please check with your banking institution first to ensure funds are not on “hold" or "pending.”

 Paper checks are processed at 10 am each Friday. Reimbursements to employees will be mailed to the address printed on the check. 

All payments to vendors, including independent contractors and consultants, will be mailed to the address printed on the check.  It is highly recommended vendors are set up for ACH payments. AP will no longer forward checks to the Bursar’s office or allow employees to pick up for distribution to the vendor.   

**If checks must be printed outside the normal processing schedule, the department must provide the AP Manager with a written explanation why a manual check is required.**

Stop Pays/Voids/Reissues

A stop payment may be placed on a check if the check is lost and not received 30 days from the check issuance date. 

A check may be canceled (void)  if the original check is returned by the payee/vendor. Cancellation would apply if a check is over 180 days old or it contains an incorrect payee (name misspelled, etc.)