The Research Foundation will be closed from December 21, 2024 through January 1, 2025. Please read below for important deadlines for purchasing and accounts payable so that you can plan accordingly for this closure.
Purchasing will continue to process order requests until three days before the holiday break, Tuesday, December 17, 2024. If your order needs to be received before the holiday break, please indicate that on the electronic requisition and e-mail RFPurchasing@odu.edu no later than Thursday, December 12th. Otherwise, if there is not a long enough lead time for an order’s receipt by December 20th, a request will be made with the vendor to delay the processing of an order for delivery January 2, 2025, or thereafter when the campus reopens from the holiday break.
Accounts payable will process the last check run for this year on Friday, December 20th. Any items for this batch such as travel advances/expenses, tuition advances, reimbursements, consultant payments, etc. need to be received by the Research Foundation no later than noon on Monday, December 16th. Those requests can be sent to RFreimburse@odu.edu. Prepay items and invoices need to be received by the Research Foundation no later than noon on Monday, December 16th. Those requests can be sent to RFinvoices@odu.edu. Failure to include the proper documentation, authorization, budget issues, etc. may cause an item not to be paid. The next check batch will be processed on January 2, 2025.
If you have not already done so, the Research Foundation strongly recommends that you sign up for Accounts Payable direct deposit. The form is located at EFT / ACH AUTHORIZATION FORM (odu.edu). This is a separate authorization from payroll direct deposit. If you cannot sign up for A/P direct deposit and want your check held for pickup before the holiday, please put “HOLD FOR PICK UP” and include a contact e-mail or phone number on the paperwork. We will contact you when the check is ready and coordinate a pickup time at our building (IRP1 4111 Monarch Way, Suite 204).
The direct deposit form along with the required documentation will need to be sent to RFapeft@odu.edu no later than Monday, December 16th to allow for processing.
Also, please remember to respond to all e-mails from RFInvoices@odu.edu asking for approval in paying invoices. The last check run for this year for vendor invoices is December 20, 2024.
All December Visa statements will be due January 6th, 2025. All statements must be signed, have project codes listed and all receipts must be attached. This is a hard deadline due to short month end closing. If any Visa is not submitted on time, we will need to charge the guarantee account. You will still be responsible for providing the statement and all receipts.
If you have any questions regarding accounts payable contact RFInvoices@odu.edu; regarding purchasing contact RFPurchasing@odu.edu and regarding procurement cards contact RFPCard@odu.edu.