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.
Payment Requests are 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.
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.
Hotel charges when hosting a conference or academic function (not purchased through one of the preferred travel agencies)
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 must be completed and electronically attached.
For payments to U.S. resident independent contractor individuals or honoraria.
Contracted, direct-billed services from individuals or contract staffing agency fees
Invoices provided by the contractor should also be included
Contracted Services Form should be attached
Payments to individual non-U.S. resident independent contractors are processed through Payroll except for travel reimbursements (without any associated speaker fees or honorarium), non-tuition refunds, or research subject fees of $100 or less. A Statement of Services form is available to determine method of payment.
Reimbursement of individuals who are not university faculty and staff, but who have incurred expenses for university approved, business related expenses, including transportation and lodging.
Receipts and any supporting documentation should be included
An honorarium is a payment to confer distinction or to express respect, esteem or admiration for the recipient. Honorariums are given when a contract is NOT involved. Expense reimbursements can be given in conjunction with an Honorarium. Requires a W-9 and direct payment request form.
If payment has been negotiated with the recipient and is given in return for services provided, it should be considered a speaking fee or consulting payment requiring a completed online voucher for contracted services and a fully signed Contracted Services Form and/or invoice.
Grants normally do not allow for payments of honoraria
Account Code 75010 should be used to pay for both honoraria and independent contractor and consulting services
Royalty payments to employees and non-employee who are residents are made through On-Line Voucher: Direct Payment Request - only services or Visitor Expense Report
Royalty payments to non-employees who are non-residents are processed through Payroll.
The petty cash transaction threshold is being increased to $100, effective Monday, October 1, 2012. No single expenditure of more than $100 may be made from a petty cash fund. Petty cash disbursements may be made for the following expenditures:
Emergency purchases
Freight, C.O.D.s, postage due
Authorized local travel or entertainment - $100 and under
Payment of research participants – up to $100 cumulative for the calendar year (with prior grant authorization from Accounting Services for Research and Sponsored Programs)
Petty cash fund total is limited to $300 with reimbursement of the petty cash fund to be done on a monthly or more frequent basis.
Food purchases - $100 and under (note that tax is not reimbursable)
An employee seeking reimbursement from petty cash should fill out a Petty Cash Pay-Out Form and submit it to the fund custodian with original detailed receipts. The custodian will make the payout directly to the employee for approved requests.
Non-travel Advance: Authorized uses of non-travel advances are very limited for employees and non-employee graduate students. Advances cannot be used to pay invoices for the purchase of goods and services that should have been ordered using a purchase order.
Non-travel Advance for Employees: Nominal fees should not exceed $100 per subject or participant. Refer to the Non-travel Advance Policy and Procedures document for details. Advances can be used for two basic types of transactions:
Research subject fees
Phonathons or like circumstances where participants receive a nominal fee
Non-travel Advance for Graduate Students (Non-employees): On an exceptional basis, graduate students may be allowed to obtain an advance if:
They are named specifically on a grant
Special circumstances arise and a faculty member or the departmental business office will ensure student submits required reconciliation promptly
If the graduate student is not a University employee, the request for the advance is made using the Direct Payment Request form.
An express check may be requested, for emergency or special situations and for amounts of $10,000 or under only, by contacting Accounts Payable at (847) 491-7339. See the Express Check Policy and Procedure document for more information.
Individuals, as a general rule, should not advance their own funds to purchase supplies and services on behalf of the University. If such a purchase is necessary, however, the immediate supervisor must first authorize the purchase. Sales taxes are generally not reimbursable when an employee has extended personal funds for the purchase. For reimbursement, the employee must create a NUFinancials Expense Report and submit the approved form with appropriate documentation to Accounts Payable.
*These 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.