Payment Request Form Instructions for Processing
This file provides a comprehensive payment request form and detailed instructions for completing it. Users can utilize this file to ensure accurate submission of payment requests to Accounts Payable. Follow the guidelines outlined to efficiently process payment requests for various payment types.
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How do I fill this out?
To fill out the Payment Request Form, begin by entering crucial details such as the Department/School and Vendor Name. Follow the provided steps to accurately complete each section of the form. Ensure all required fields are filled to avoid any delays in payment processing.
How to fill out the Payment Request Form Instructions for Processing?
1
Enter the Department/School name.
2
Provide the Vendor Name and Vendor Number.
3
Input the Amount to Pay and Invoice Number.
4
Fill in the Request Date and Payment Due Date.
5
Mark if the payment is Partial or Final.
Who needs the Payment Request Form Instructions for Processing?
1
Accounts Payable personnel who need to process payments.
2
Vendors who need to submit invoices for payment.
3
Department heads requiring reimbursement for expenditures.
4
School administrators managing capital construction costs.
5
Employees seeking reimbursement for out-of-pocket expenses.
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2
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3
Make any necessary adjustments to the form fields.
4
Review your completed form for accuracy.
5
Download the edited PDF for submission.
What are the instructions for submitting this form?
Submit the completed Payment Request Form by attaching the scanned document to an email directed to FCPSInvoices@fcps.edu. Ensure to include in the email subject the Vendor Name, Amount, and Due Date for clarity. Alternatively, you may send a hard copy of the form directly to Accounts Payable at the designated address, but do not send a hard copy if it was already submitted electronically.
What are the important dates for this form in 2024 and 2025?
Ensure all payment requests are submitted timely for processing in 2024 and 2025. Specific deadlines will be outlined in the terms communicated by Accounts Payable. Regular updates will be provided for any changes on important submission dates.
What is the purpose of this form?
The purpose of this Payment Request Form is to facilitate the processing of payments for Non-PO items. It serves as an official record that details all necessary information needed by Accounts Payable prior to releasing any funds. By following the instructions precisely, users can ensure efficient processing and timely payments.
Tell me about this form and its components and fields line-by-line.
- 1. Department/School: The name of the requesting department or school.
- 2. Vendor Name: The name of the vendor for whom the payment is processed.
- 3. Vendor Number: The unique 10-digit SAP vendor number.
- 4. Amount to Pay: The total sum to be paid to the vendor.
- 5. Invoice Number: The reference number for the invoice submitted.
- 6. Request Date: The date the payment request is made.
- 7. Payment Due Date: The date by which payment is required.
- 8. Pay-To Address: The address to which payment should be sent.
- 9. Contract Number: Any relevant contract number associated with the payment.
- 10. Comments/Further Instructions: Additional information or instructions related to the payment.
What happens if I fail to submit this form?
Failing to submit this form can lead to payment delays, which may affect your department's financial planning. Without the necessary information provided on the form, Accounts Payable may not be able to process your request efficiently. Incomplete submission could result in rejected payments and further administrative work.
- Payment Delays: Delays in processing your payment request can disrupt funded projects and budgets.
- Rejection of Request: Incomplete or incorrect forms may result in rejection by Accounts Payable.
- Impact on Vendor Relations: Delays in payment can adversely affect relations with vendors and service providers.
How do I know when to use this form?
- 1. Direct Vendor Payments: For making payments to vendors without a purchase order.
- 2. Employee Reimbursements: For requesting reimbursement of employee expenses.
- 3. Utility Payments: For processing payments for utilities or ongoing services.
Frequently Asked Question
Can I edit the Payment Request Form?
Yes, you can edit the form using PrintFriendly’s PDF editor.
How do I submit the form once edited?
After editing, download the form and submit it via email or as a hard copy.
What should I do if I encounter issues?
Contact your Accounts Payable for assistance with any issues during the submission process.
What types of payments can I request with this form?
You can request various types of payments including employee reimbursement and utility payments.
Is there a tutorial for filling out the form?
Yes, detailed instructions are provided within the form itself.
Can I share the PDF after editing?
Absolutely, PrintFriendly allows seamless sharing of your edited PDFs.
Are there specific deadlines for submissions?
Yes, ensure your requests are submitted by the due date listed on the invoice.
Is this form accepted in both digital and hard copy?
Yes, you can submit the form digitally or print it for hard copy submission.
What if my vendor isn’t listed?
You will need to set up the vendor in the system before submission.
Do I need to include a signature on the form?
Yes, an authorized signature is required for submission.
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