APPENDIX TO POLICY

Payment Types

Types of PaymentsSource DocumentSupplier Set Up RequiredSupport Required
PO and Non-PO purchases Supplier Invoice Yes Supplier invoice is preferred document to support payment. Follow the Invoice Numbering Guidelines (Appendix B) in the Supplier Payments Training 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 supplier, may only provide a statement. Follow the Invoice Numbering Guidelines (Appendix B) in the Supplier Payment Training 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 preferred document to support payment. Follow the Invoice Numbering Guidelines (Appendix B) in the Supplier Payments Training Manual to prevent duplicate payments to suppliers.
PO and Non-PO – Supplier does not provide an original invoice Check Request Form Yes Complete a Check Request Form (CRF)-(Form UM 1659) when the supplier does not submit an invoice. Also complete a CRF for university generated payments such as a refund or subject payment.
Single Supplier Payments
  • Human Subject Payment <$600
  • Professional Services not requiring a PO and <$600 annually
  • Refunds <$5000 per payment
  • Reimbursement to conference attendees <$5000 per payment
  • Moving expenses for future hire date employee <$5000 per payment
Invoice or Check Request Form No Supplier invoice is preferred document to support payment. Complete a Check Request Form (CRF)-(Form UM1659) when the supplier does not submit an invoice. Also complete a CRF for university generated payments such as a refund or subject payment.
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 Internal generated Check Request Form (CRF)-(Form UM1659) used when the supplier does not submit an invoice or a university generated payment such as refund or subject payment.

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