Paying the Piper

Class Agenda

1. Paying a Vendor with an Invoice
   • Policy
     1. Terms
     2. Discounts
     3. Approval
   • Procedure
     1. New Vendor Form
     2. Invoice
        • AP stamp/label
          1. FOAPAL
          2. Signature
          3. Purchasing Statements
        • Original/Copy
        • Sales Tax
        • Statements or Statement Billing
        • Credit Memos
        • Processing Time
2. Paying a Vendor Without an Invoice
   • Policy
     1. Terms
     2. Approval
   • Procedure
     1. New Vendor Form
     2. Types of Payments
        • Conference fees, dues, prepayments
        • Fellowship and scholarship grants
     3. Check Request
        • Required fields
        • Purpose
        • Documentation
        • Activity outside of the U.S.
        • FOAPAL
        • Authorized signature
        • Special instructions
        • Processing time
3. Paying an Individual
   • Policy
     1. Independent Contractor Form: Who needs one?
        • Individual
        • Sole proprietorship
        • Consultant
     2. Honorariums or Lecture Fees
     3. Payments to faculty, staff, or students
     4. Expense reimbursements
     5. Approval
   • Procedure
     1. IC Form
     2. New Vendor Form
     3. Check request or invoice
     4. FOAPAL
     5. Authorized signature
     6. Special instructions
     7. Processing time
4. Paying a Non-Resident Alien
   • Policy
     1. FNIS System
     2. Independent Contractor Form
   • Procedure
     1. Request FNIS form for individual
        • services taking place in the U.S.
        • services taking place outside the U.S.
        • Visa types
        • Social Security Number does not mean the vendor is a U.S. citizen
     2. Controller's Office will determine if the individual can be paid
     3. Check Request
5. Expense Reimbursement
   • Policy
     1. Accountable Plan
     2. Approval
     3. Tax Exemption
   • Procedure
     1. Check Request
6. Wire Payment
   • Policy
     1. Terms
     2. Payments made outside the U.S.
     3. Fee
     4. Form must be typed
     5. Bank information
   • Procedure
     1. Submit typed Wire Request Form to Dotti Koulalis
     2. Documentation
     3. Processing Time
7. Foreign Draft
   • Policy
     1. Terms
     2. Types of vendors
     3. Fee
   • Procedure
     1. Check Request
8. Direct Deposit