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Payment Request

The Payment Request process is a way to request payment for services when the transaction does not warrant the issuance of an official Purchase Order to a vendor, for direct-billed contracted services, for services for which it is the normal practice to pay in advance, and for certain special payments such as recurring or international. Payment Requests are budget-checked and require the same approvals as requisitions in NUFinancials. A Payment Request is primarily a way to request a check.

Specific examples include:

  • Direct Payment Requests
    • Registration fees
    • Subscriptions
    • Membership dues
    • Repairs (unplanned, emergency)
    • Research subject fees
    • Hotel charges when hosting a conference or academic function
    • Payments to NU affiliated organizations (i.e. NMH, NMFF, etc.)
    DPRs of $25,000 or more will require the approval of Procurement and Payment Services (PPS). The Purchasing Decision Documentation form (URL) must be completed and electronically attached.
  • Contracted, direct-billed services from individuals or contract staffing agency fees (the Contracted Services Form should be attached)
  • Visitor travel reimbursements

The Payment Request process is NOT to be used as a method to pay invoices for products or services after the fact when a Purchase Order should have been issued and sent to the vendor at the beginning of the transaction. Contact PPS to discuss alternate payment options.

Note: The following examples still require that departments/schools fill out the paper/hard copy DPR, which then need to be sent to Accounts Payable with all appropriate documentation:

  • International check or wire payments
  • Open or replenish a petty cash fund

Payment to One-Time Suppliers

Suppliers set up in NUFinancials as one-time suppliers (refund/reimbursement classification) can only be used for one payment request (PRQ). After the payment, NUFinancials automatically inactivates the supplier code before any potential second payment can be issued. If a department splits expenses, only one payment request can be processed to pay the one-time supplier. Departments must combine expenses on the same payment request. If separated, a department will need to request for the creation of a second supplier code and submit a second payment request.