Payment Processing

FAQs

FAQs

 Payment procedure FAQs (formerly Temporary Payment Procedures)

 

 

General Payments

Forms and resources

Payment forms

Direct deposit enrollment

  • Employees (for expense reimbursements, etc. not for payroll)
  • Students (for awards, etc. not for student refunds)

What is an invoice?

An invoice is a vendor-supplied billing document that details a purchase. Characteristics of acceptable invoices:

  • Billed to Kent State University
  • Invoice number (preferred)
  • Invoice date
  • Itemization of items/services purchased (what are we paying for and what is the per item cost)
  • Invoice total (must match total on payment request; we do not short- or overpay invoices)
  • Remittance information (vendor's name and remittance address)

what are the methods by which we pay invoices?

 The Payment Method Matrix describes how to submit a PO invoice for payment, as well as when a payment should be made by P-Card or submitted on a Payment Request Form or on a Wire Request Form.

What documentation do I need when making a payment?

 The Specific Payment Types Matrix lists specific payment categories, the documentation and/or special approvals needed for them, as well as any related university policies.

Where do I sent my payment request?

Submit fully documented and signed payment requests to apinvoices@kent.edu. Instructions for proper submission can be found under the following questions in the Payment Procedure FAQs:

  • How do I send my payment request and/or invoice to Accounts Payable?
  • How do I approve a payment or wire request form?
  • How do I approve a PO invoice?

How long will it take for accounts payable to process my payment?

The paragraph below describes Accounts Payable processing during normal operations. For information about current processing, while the university is primarily working from home due to the coronavirus crisis, see our Temporary Payment Procedures page.

Accounts Payable strives to process payments within ten working days of receiving correct and complete payment requests/invoices, for existing vendors. However, payment processing times are affected by higher volume time periods (e.g., ends of semesters and fiscal year end) as well as delays in onboarding new vendors. Departments are responsible for planning ahead, ensuring that their vendors have completed the PaymentWorks onboarding process, and submitting payment requests/invoices in a manner that allows for sufficient processing time. 

Rush/TPR processing requests should be made sparingly, only when a payment is urgent. Such requests are reviewed individually and will not be honored if it is determined that they are not urgent and/or if a department repeatedly requests Rush/TPR processing due to poor planning.

This chart illustrates the four day process involved when a payment request/invoice is keyed in Accounts Payable.

How can I tell whether or not my payment has been issued?

As soon as a payment has been keyed in Banner, it will appear on screen FAIVNDH as well as FGITRND. If you cannot access these screens, ask your local Banner security administrator to submit a request for you to have BAN_FIN_DEPT_USERS/C access. The following work guides will help you to navigate these screens:

Where can I find a list of commodity codes?

 Procurement manages the commodity code list and provides a list of the codes on its website.

 

 

Independent Contractors

Broadly defined, independent contractors are self-employed individuals who offer their services to the general public. When hiring an independent contractor, the university can specify the result of the work--the final product--but cannot control how it is produced. Independent contractors are not employees.

In order to facilitate compliance with federal and state laws, the university has developed the following procedures that must be followed when engaging the services of an independent contractor:

  1. Before any services are rendered, submit the electronic HR Independent Contractor Determination Form.  Attach a copy of the proposed contract with the independent contractor to this form.  If the individual providing services does not have a standard contract, the Independent Contractor Terms of Agreement may be used.

    PURPOSE:  This form is reviewed by Human Resources in order to determine whether or not the individual is an independent contractor or should be classified as an employee.  Once a determination has been made, an email will be sent indicating whether or not the individual has been approved as an independent contractor.
  2. Once you have received an email indicating that your independent contractor request has been approved by HR, you check to see if the vendor has been onboarded via PaymentWorks, the university's vendor management portal. If the vendor has  not been onboarded, you must invite the vendor to onboard and follow up to ensure that it does so and registers its remittance address. More information about PaymentWorks, including instructions and a training video, can be found on the PaymentWorks Vendor Management page.  
     
  3. Within 30 days of the independent contractor's start of service, the OPERS Independent Contractor Acknowledgement (PEDACKN) (pdf) must be completed and signed.

    PURPOSE:  To comply with State of Ohio Senate Bill 343 Sec. 145.038.
     
  4. Once the services have been rendered and it is time to pay the independent contractor, the following paperwork must be submitted to Accounts Payable:
    1. Completed and signed payment request form
    2. Copy of the HR Independent Contractor Determination Form email
    3. Copy of the fully signed contract (or Independent Contractor Terms of Agreement)
    4. PEDACKN
    5. NOTE:  If you receive an independent contractor denial email from Human Resources, you must submit an invoice in lieu of a contract and the payment request must be approved by your executive officer or their delegated representative.

Other independent contractor resources:

 

Gift Reporting

Gifts, prizes, awards, rewards, and incentives are considered taxable income and must be reported via the electronic gift reporting workflow by the last business day of the month in which they are given.

Gift Reporting: Process and Workflow Instructions

 Instructions on the overall process of reporting gifts, prizes, and awards, as well as instructions on how to use the gift reporting workflow.

Gift reporting workflow

 Workflow that is used to automate the submission of completed Gift, Prize, and Award Acknowledgement Forms to Accounts Payable.

Gift, Prize, and Award Acknowledgement Form

 Form that must be completed by all gift, prize, and award recipients

 

 

Compensating Research Subjects

Kent State University balances its responsibility to maintain confidentiality of human research subjects with record keeping requirements of the State of Ohio, grantor agencies, and the Internal Revenue Service.

Procedures for Compensating Research Subjects

 This document clarifies the University's procedures for distributing incentives or compensation to human participants engaged in research protocols approved by the Kent State University Institutional Review Board (IRB)

Related Forms

Questions
  • Questions regarding the process for making payments to research payments may be directed to AP at payments@kent.edu or x22607.
  • Questions regarding the tax issues involved in compensating research participants may be directed to the Tax Manager at tax@kent.edu or x28622.
  • Questions regarding the Institutional Review Board may be directed to the Office of Research Compliance at x22704.

 

 

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