Payment Processing Matrix | Kent State University

Payment Processing Matrix

 

Expense/Purchase Type

Form or Payment Method

Instructions

 

P.O. invoice

 

Invoice resulting from a purchase that required a purchase order (goods $2500, services ≥ $50,000)

 

No Form Needed

 

  1. Verify that goods were received or services were rendered.
  2. Write the PO number on the invoice if the vendor has not printed it on it.
  3. Write “okay to pay” and sign your first and last name (initials will not be accepted) on the first page of the invoice.
  4. Submit to Accounts Payable, 237 MSC

 

Non-P.O. invoices < $2500 that are not for:

 

  • Independent contractors
  • Vendors who charge fees for credit card payments
  • Cell phones or service, gift cards, expenditures prohibited by university policy 7-02.16 (Administrative Policy Regarding Use of Purchasing Card)
  • Purchases that require advance approval by an executive officer (e.g., individual memberships)
  • Food purchases that are allowable due to a waiver issued by Aramark

 

Purchasing Card

 

  1. Contact the vendor directly to make payment.
  2. Retain all payment documentation in your office.

 

Non-P.O. invoices that cannot be paid with a purchasing card

 

 

Payment Request Form

 

 

 

  1. Complete the Payment Request Form in full, following the instructions available on the Accounts Payable website.
  2. Attach the invoice to the form.
  3. Submit to Accounts Payable.

 

 

Wires (to be sent via the Treasury department)

 

Wires are a non-preferred form of payment due to their cost to the university. They should only be initiated when absolutely necessary. Accounts Payable and Treasury reserve the right to send payment via purchasing card, check, or ACH when it deemed appropriate.

 

 

 

 

Wire Request Form

 

This form must not be used to pay vendors who have enrolled in direct deposit with Accounts Payable. Payments to those vendors must be initiated with the Payment Request Form.

 

 

IMPORTANT: When paying a foreign vendor, additional documentation may be needed in order to determine the university’s tax and reporting requirements. In order to minimize delays in payment, have the vendor complete the TINC form and attach it to the Wire Request Form when submitting it to Accounts Payable.

  1. Complete the Wire Request Form in full.
  2. The vendor’s banking information must be printed on the invoice or be submitted on the receiving bank’s letterhead. All questions about what banking information is required should be directed to treasury@kent.edu.
  3. Attach documentation and submit to Accounts Payable.

 

 

Independent contractor payments

 

 

Payment Request Form

 

  1. Before engaging the independent contractor, complete Steps 1 and 2 of the independent contractor process, which is detailed on the Accounts Payable website.
  2. After the services are rendered, complete the Payment Request Form.
  3. Attach copies of the HR Independent Contractor Determination Form email and the fully signed contract, and the PEDACKN to the form.
  4. Submit to Accounts Payable.

 

 

Employee expense reimbursements

 

 

Expense Reimbursement Workflow

 

  1. Use the workflow to submit requests for reimbursement for expenses that have a business purpose.
  2. Retain all documentation in your office.

 

 

Non-employee expense reimbursements

 

 

Payment Request Form

 

  1. Complete the payment request form.
  2. Attach all expense documentation (receipts must be itemized.)
  3. Submit to Accounts Payable.

 

 

Petty cash reimbursements

 

 

Petty Cash Reimbursement Form

 

  1. Complete the Petty Cash Reimbursement Form.
  2. Retain all expense documentation in your office.
  3. Submit reimbursements for petty cash checking accounts to the Controller’s Office, 234 MSC.
  4. Submit reimbursements for other petty cash funds to Accounts Payable, 237 MSC.

 

 

Compensating research subjects

 

 

Varies

 

Review the Compensating Research Subjects page for detailed information.