Payment Processing
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General Payments
Forms and resources
Payment forms
- Payment Request
- Wire Request (Foreign wires only. Domestic wires not allowed.)
- Petty Cash Reimbursement
- Other forms
- PEDACKN (independent contractors)
- Policy Exception Preapproval
- Signature Authority
Direct deposit enrollment
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?
Accounts Payable strives to process payments within fifteen working days of receiving correct and complete payment requests/invoices, for existing vendors.
Payment processing times are affected by higher volume time periods (e.g., ends of semesters and fiscal year end) as well as delays due to incomplete or incorrect requests. 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.
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
General Overview
Human Resources oversees the Independent Contractor review process. Please refer to the Human Resources Independent Contractor page for questions regarding independent contractors. For further questions, contact a member of the Compensation team at compensation@kent.edu or 330-672-2100.
- All vendors, including independent contractors, must onboard via the university's secure vendor portal, PaymentWorks. More information about PaymentWorks, including instructional guides, can be found on the PaymentWorks Vendor Management page.
- To comply with State of Ohio Senate Bill 343 Sec. 145.038, the OPERS Independent Contractor Acknowledgement (PEDACKN) (pdf) must be completed and signed within 30 days of the independent contractor's start of service.
Payment Requests for Independent Contractors
Once the services have been rendered and it is time to pay the independent contractor, the following paperwork must be submitted to Accounts Payable:
- Completed and signed payment request form
- Copy of the HR Independent Contractor Determination Form email
- Copy of the fully signed contract (or Independent Contractor Terms of Agreement)
- PEDACKN
- 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.
- All vendors, including independent contractors, must onboard via the university's secure vendor portal, PaymentWorks. More information about PaymentWorks, including instructional guides, can be found on the PaymentWorks Vendor Management page.
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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
- Compensation of Research Subjects - Table (pdf)
- Gift Card and Certificate Reconciliation log (xls)
- RPR-1 (pdf)
- RPR-2 (pdf)
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.