Spreadsheet: 01e05489-b07f-4054-9cd1-634487be6f6f
Sheet: Sheet1

Unnamed: 0 | Payment Request Instructions
Use this form for cash reimbursements, business expense reimbursements, cash advances and to request a check for items listed below which do not require a [NAME].  Unshaded areas must be complete, legible and have proper authorization to be proces
Typical Non P.O. Items: | Dues, Memberships, Subscriptions, Manuals, Magazines, Etc.; attach all notices, ads, and/or invoices and include a photo copy of attachment to be mailed with check.
 | Advances (Give complete description of anticipated expenses)
 | Professional Fee for Service Companies/Independent Contractor (Legal, Audit, [NAME]…)
 | Service performed by outside individuals (Attach a completed Professional Services & Independent Contractor Form, invoices, and/or contracts if any.)
 | Purchases under $250.00 (Use Purchase Order for items up to $1000.00)
Payment Request # | Unique number for tracking purposes.  Maximum 8 alphanumeric characters.  Use a comination of department ID and number (ie - FNC03001)
Type of Payment | Check the appropriate box.  If payment is for a reimbursement under $250.00, payment will be made in cash.
Budget Year | Accounting Fiscal Year, e.g. 2003 for 2002-2003 budget.
Date Check Required | The check date specified by the requestor of the payment.  This date should always allow a minimum of 4-5 working days for production (form the date PR is received in the Controller's Office
Vendor No. | Assigned vendor number from the system.
Voucher No. | Assigned voucher number from the system. For AP use only.
Check No. / Date | Assigned check number and check date from the system.
Make Check Payable To | The payee's name EXACTLY as it should appear on a check
Tax ID / Social Security No. | If payment is being made to individual or company for service performed, this box needs to be completed by the requestor.  Tax I.D. is the number used by the payee when filing a tax return.  In the case of an individual, this would be a Social Security nu
1099 | YES - Payment of professional services, legal fees, guest speaker, honoraria, etc.  A 1099-MISC form will be mailed to the payee at the end of the year.  NO - Payment of equipment, chair, desk, computer, reimbursements, etc.
Mailing Address | The complete mailing address of the payee.  Required for all payments, cash or check, mail or pick-up, employee, consultant or vendor.  If the payee is a University employee, the address must be the employee's home address, not the department name.
Speed Type | A code representing a combination of chart field values.
Use Tax Accrue % | Use tax SCU pays to the State when a vendor fails to include the full sales tax on the invoice
Asset | Check for capital asset purchases, e.g. furniture or equipment greater than $1000.00 (accounts 7661-7731)
Invoice date | Date of the bill (invoice date).  For reimbursements, this would be the purchase date.
Invoice No./Description of Charge | Invoice number of the bill.   If invoice number is not available, write a short description of what is being paid.
Account | 4 digit account code that identifies the revenue or expense classifications.
Fund | 5 digit fund code that identifies the sources of money and the purpose of its use.
Dept. | Organization code that specifies which department or cost center grouping is associated with the monies.
Program | Code which categorizes transactions by function.
Activity | 5 character alpha code.  [NAME] of department expenses by activity
Class | 5 character alphanumeric code.  [NAME] of department expenses by class
Project/Grant | For Sponsored Project Grant and Plant Fund.
Amount | Total amount of invoice/reimbursement to be charged to this accounting distribution
Comment | Special comment that will be printed on the check
Total Payment | Summary total of the dollar amounts associated with the charge and credit transaction line.   Charges less Credits = Total Payment
Pick up Check | Pick up will only be allowed for Faculty and Staff payments or in-house guest speakers.
Mail Check w/Form | Check to be mailed with attachment, e.g. order form, subscription form, registration form, BE SURE TO INCLUDE A PHOTOCOPY OF ALL ATTACHMENTS TO BE MAILED.
Mail Check | Check to be mailed without attachment
Prepared By | Name of person who completed the payment request.
Dept. | Department name of individual preparing /approving the payment request.
Ext. | Phone extension of the individual preparing / approving the payment request.
Date Check Required | Date signed by the individual preparing / approving the payment request.
Approval Signature | Signature of the individual who has signature authority to spend out of this fund/organization
Printed Name | The name of the authorized signer.  Legibly printed or typed.
Special Instructions | Use this space for any special instructions, notes, etc.