• Current W-9 or W-8 (IRS forms website)
  • Dated within the last 3 years  (FTIIDEN)
  • Provided with requisition to Procurement
• Purchase Order completed by Procurement
• Invoice(s) from vendor containing at the very least
  • Vendor Name
  • Date
  • Amount
  • Purchase Order Number
  • Invoice Number
  • List of items or services provided, including period of performance if applicable
• Receiving processed in Banner (FPARCVD)
  • Cash payments and wire transfers do not require receiving
  • Outgoing wire transfers require a completed Outgoing Wire Transfer Request
• PI Signature on OGCA Stamp for Sub awards

• Encumbrance entered into Banner (FGAENCB)
  • Use Type Code UT01 for Utilities
  • Use Type Code DP01 for Reimbursements, Honorariums (under $1000), and Fellowships
• Utilities
  • Utility Payment Authorization Form
  • Vendors should send utility invoices directly to AP
• Reimbursements
  • Direct Pay Reimbursement Form
  • Original purchase receipts and any additional backup
  • Signature approval from Dean or Director
• Honorariums
  • Please review the New Honorarium Process - 12/20/23  
  • Honorarium Status Determination Form (Under $1K)
  • Thank You Letter to the Recipient
  • W-9 Form for the Recipient
• Fellowships
  (Forms are found on the Student Payments page, but these are not restricted to fellowships for students)
  • Employment vs. Scholarship/Fellowship Questionnaire
  • Fellowship Payment Request Form
  • Fellowship Award Letter (to the recipient) and Acceptance Letter (from the recipient)

Review any applicable information and considerations before submitting a payment processing request to AP.