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Governing Policy
Questions?
Please use the contact section in the governing policy.
The University has multiple payment methods that can be used to pay an external supplier. Since every situation is different, use the table below to determine which payment method and supporting documentation is required for the payment.
Types of Payments | Document Required | Supplier Set Up Required | Support 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: 1. Supplier does not submit an invoice 2. University generated payments (refunds, subject payments, etc.) |
Human Participant 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 UM 1659: Check Request Form - CRF (XLSX). |
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 UM 1659) used when the supplier does not submit an invoice or a University generated payment such as a refund or subject payment. |