Vendor Payments

Ready to start requesting payments for your WordCamp?

When requesting payment of vendors please keep in mind that wire and ACH transfers are the fastest and most reliable ways to get your vendor paid (when the correct information is provided). Checks are also an excellent way to pay your vendors.

Wires, ACH transfers, and checks are all part of an automated system of payments that are easily processed and tracked on our end. For both efficiency and keeping track of payments these are our preferred methods.

It is also possible for vendors to be paid using credit cards, though this is not a preferred method. Because of time required, and the high risk of fraudulent charges, we use this only when absolutely necessary.

Vendor payment requests are made from the comfort of your very own WordCamp dashboard.WordCamp Testing dashboard

 

From here you can choose to create a new request or see all submitted requests for your WordCamp.

Let’s walk through submitting a new payment request. Make sure you’ve gathered your invoice and all vendor and payment details before you get started.

First we’ll enter the general information

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And now payment details. You can request payment by wire, direct deposit (ACH), check, or credit card.

If you’re requesting payment by check be certain to note who the check should be made payable to, in some cases this is different than the vendor’s name.

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If you’re requesting payment by credit card find out if your vendor requires a credit card authorization form to be submitted.

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If you’re requesting payment by wire you’ll need the following details for the vendor:

Beneficiary’s Bank:
Beneficiary’s Bank Address:
Beneficiary’s Bank SWIFT BIC:
Beneficiary’s IBAN or Account Number:
Beneficiary’s Name:
Beneficiary’s Address:

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Is this request for payment a reimbursement? If so, stop right now and head on over to Reimbursement Requests instead. 🙂 We have a different set of information we collect for reimbursement requests.

Fill out the vendor details. Vendor name, address, and telephone number are all required. But it’s always good to list a contact name and email address when possible.

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Attach all supporting documentation. An invoice is the most common document but you can also upload contracts to be signed, credit card authorizations, bank documents, and any other document relevant to your payment request. Any payment requests sent without documentation will be delayed until required documentation has been received.  You can also enter any additional notes here.

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After you’ve filled out all the fields pertaining to your request and uploaded your supporting documentation it’s time to submit your payment request.

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Payments requests are processed Monday through Friday (except on US Bank Holidays). Please note that it takes up to 10 days from the date it is issued for a check to arrive with the payee so plan ahead. You can view the status of all your payment requests from the All Payment Requests screen. Payment date and other details will be recorded once paid by WordCamp Central.

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Payment Statuses:

Draft: The payment is still editable by WordCamp organizers and has not been submitted for payment.

Incomplete: The information submitted in the payment request wasn’t enough for Central to make the payment. More information has been requested from the person who authored the payment request.

Pending Approval: The payment has been submitted to Central for payment; a deputy will review the request against the approved budget and approve it for payment.

Approved: The payment has been reviewed against the approved budget and will be paid by Central.

Payment Sent: This status means different things depending on the method of payment.

  • Check: the check was issued but has not been cashed.
  • Credit card: the credit card number has been provided to the vendor
  • Wire: the wire information has been submitted to the bank for payment
  • Direct Deposit: the ACH transfer information has been submitted to the bank for payment

Paid: The money has left our account and, to the best of our knowledge, gone to the vendor. If a check, the check was cashed. If a wire or direct deposit, the money was accepted by the beneficiary bank.

Failed: The wire transfer or direct deposit was not accepted by the beneficiary bank.

Cancelled: The payment was cancelled by WordCamp Central (usually due to an organizer’s request).

Tip: Here is a quiz on this article. Read quizzes page if you have any questions about quizzes and how to navigate them.