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Governing Policy
Questions?
Please use the contact section in the governing policy.
The Single Payment Supplier may NOT be used for any of the following type of payments:
- University Employees (except for human subject payments as indicated below)
- University Students (except for human subject payments; prizes or miscellaneous business expense reimbursements less than $100).
Supplier code SPVSTUDENT must be used for prizes and reimbursements
- Supplier is set up in EFS
- When a Purchase Order or Contract is required per University policy
- Professional Service Providers (except as indicated on the SPV grid)
- Foreign Address, nonresident alien for tax reporting purposes or Military PO Boxes
- Royalty payments
- Capital Asset purchases
- Expense reimbursements relating to family members of University employees
| Type | Payment Amounts | Required documentation |
|---|---|---|
| Students – prizes or miscellaneous reimbursement of business expenses Must use supplier # SPVSTUDENT | Less than or equal to $100 per payment | Supporting documentation must be retained in Perceptive Content. |
| Human Subjects when the use of the Prepaid Debit Card is not feasible (including students and employees, using Cluster specific SPV#) | The Prepaid Debit Card is the University’s preferred method of payment for Human Subjects. Use SPV when the prepaid debit card is not feasible for multiple payments aggregating less than $600 annually (per calendar year). Set up supplier number if $600 or greater, annually. | Supporting documents kept on file in department. Check request form must be retained in Perceptive Content. |
| Payments for all professional services, including honorariums, participant payments, awards or prizes | Use SPV for multiple payments aggregating less than $600 annually (calendar year). Set up supplier number if $600 or greater, annually or supplier is used more than one time. | Supporting documents must be retained in Perceptive Content. |
| Expense and Travel Reimbursements for Professional Service Providers, non-employees and volunteers only. | Less than or equal to $20,000 per payment | Must be fully substantiated with receipts from a third party. Travel or business expenses incurred must be within the parameters established for employee travel or business expenses (refer to Administrative Policy: Traveling on University Business). Must be for reimbursement of substantiated expenses only. All documentation must be retained in Perceptive Content. |
| Refunds | Less than or equal to $5,000 per payment | Check request form and other support documentation must be retained in Perceptive Content. |
| Travel Expenses for recruiting and interviewing prospective students | Less than or equal to $5,000 per payment | Must be fully substantiated with receipts from a third party and must be within the parameters used for employee travel expenses (refer to Administrative Policy: Traveling on University Business). Must be for reimbursement of substantiated expenses only. All documentation must be retained in Perceptive Content. |
| Reimbursements to conference attendees – non-employees only | Less than or equal to $5,000 per payment | Must be fully substantiated with receipts from a third party and must be within the parameters used for employee travel or business expenses (refer to Administrative Policy: Traveling on University Business). Must be for reimbursement of substantiated expenses only. All documentation must be in Perceptive Content. |
Departments must contact Accounting Services for any exceptions to the above via email to: [email protected]. Include payee name, amount, and reason for exception.