Printed on: 05/21/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.

APPENDIX TO POLICY

Payment Types

Types of Payments Document RequiredSupplier Set Up RequiredSupport Documentation Required
PO and Non-PO purchases Supplier Invoice Yes Supplier invoice is the preferred document to support payment. Follow the Invoice Numbering Guidelines (Appendix B) in the Voucher Entry Reference Manual to prevent duplicate payments to suppliers.
PO and Non-PO purchases when supplier does not provide invoice document Supplier Statement Yes Supplier generated statement request for payment. Invoices are the preferred source document however some suppliers, such as utility suppliers, may only provide a statement. Follow the Invoice Numbering Guidelines (Appendix B) in the Voucher Entry Reference Manual to prevent duplicate payments to suppliers.
PO and Non-PO purchases to Foreign address – Nonresident Alien Contractors/Payees Supplier invoice or Check Request Form Yes Supplier invoice is the preferred document to support payment. Follow the Invoice Numbering Guidelines (Appendix B) in the Voucher Entry Reference Manual to prevent duplicate payments to suppliers.
PO and Non-PO – Supplier does not provide an original invoice Check Request Form Yes Check Request Form (CRF) UM1659 is required if: ·         Supplier does not submit an invoice ·         University generated payments (i.e. refunds, subject payments, etc.)
Human Subject Payment <$600 annually Prepaid Debit Card – Form PPDC Study No PPDC Study Form is required documentation.  See Making Payments Using Prepaid Debit Cards procedure.
Single Supplier Payments Professional Services not requiring a PO and <$600 annually Refunds <$5,000 per payment Reimbursement to conference attendees <$5,000 per payment Non-employees and volunteers only:  Expense and Travel Reimbursement  <$20,000 per payment. Invoice or Check Request Form No Supplier invoice is the preferred document to support the payment. If the supplier does not submit an invoice, complete Check Request Form (CRF-Form UM1659).
Non-PO purchases allowed by Purchasing Card Policy Procurement Card No Supplier receipt or invoice used to support purchasing card payment.
Zero Balance Account (ZBA) Check Payments – for Research or disbursing funds for unique, unusual and atypical expenses. Sometimes this may be necessary in a country outside the United States Check Request Form or supplier invoice/statement No Internally generated Check Request Form (CRF)-(Form UM1659) used when the supplier does not submit an invoice or a University generated payment such as a refund or subject payment.

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