Payment Request Form
The on-line Check Request form should only be used when a university purchase order would not be applicable. (See purchasing) This form will be very limited to types of reimbursements as a matter of policy. The purchase requisition or P-card is still the preferred method of obtaining goods and services. Abuse of this policy might require the authorized signatory to be the department chair, dean or appropriate vice-president. As a matter of practice we want to discourage departments from indiscriminant use of the Payment Request Form.
The P-card is the preferred method of obtaining goods under $1,500.00. The Payment Request may be used for the following:
When to Use the Payment Request
1. Advertisement – One time ads
2. Attorney Fees
3. Cash Awards and Prizes (Awards to Employees must be paid through Payroll)
5. Florists
6. Honoraria
7. INS Fees – Visa’s
8. Insurance – Controller’s Office – Finance and Administration
9. License Fees – Non-Software
10. Lodging
11. Membership/Dues
12. Payroll Advances (Payroll Office)
13. Payroll related disbursements (Originate in Payroll Office)
14. Petty Cash (Replenishment of Custodial Accounts)
15. Postage
16. Registrations – Conferences/Events (When P-card is not accepted)
17. Research Participants (Guidelines)
18. Scholarships to Students
19. Small vendors who do not accept Purchase Orders or P-Cards
20. Subscription/Periodicals
21. Taxi/Limousine Service
22. Travel Advance (See Travel Policy)
23. Travel Reimbursements (original receipts – Travel Statement)
Note: Vendor look up is performed by searching the PeopleSoft “Short_Vendor_Name”. Individuals are in the Short Vendor Name table using the last name. To search for Darlene Smithson you would enter - Smithson - or a portion of the name. Businesses are in the table just as they are written. PETTY CASH vendors are assigned a short vendor name beginning with P/C Lastname. Example: P/C Smith or a portion of the last name. If the vendor name does not exist in the table, please complete the appropriate Vendor Profile Form and forward to:
Vendor Maintenance
CASC 2nd Floor
Location Code: 4910
Please complete the Payment Request Form with the vendor information and accounting distribution. Print a copy of the form, obtain authorized signature and attach the original invoice/documents to the form and forward to Accounts Payable. When the Accounts Payable processor receives the hard copy form they will compare it to the electronic Payment Request and either approve or not approve payment. In approve status the Payment Request would become a "Voucher” with a status of “transferred” and continue to be processed according to the vendor payment terms.