Payment Requisition Form Instructions University
This file provides essential instructions for completing the Payment Requisition Form used by internal community members. It outlines the purpose of the form and detailed guidelines for filling it out effectively. Ensure compliance with the established payment procedures to facilitate timely processing.
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How do I fill this out?
Filling out the Payment Requisition Form requires careful attention to detail. Begin by gathering the vendor's original invoice and ensure all necessary fields are completed accurately. Follow the structured instructions to ensure a smooth submission process.
How to fill out the Payment Requisition Form Instructions University?
1
Attach the vendor's original invoice.
2
List the vendor's name and address precisely as on the invoice.
3
Provide a detailed description of goods or services in the Reason for Payment field.
4
Indicate the currency and ensure it matches the invoice.
5
Send the completed form and invoice to Accounts Payable.
Who needs the Payment Requisition Form Instructions University?
1
Finance department staff to process vendor payments.
2
Department heads for approval of expenditures.
3
Administrative assistants to prepare requisitions.
4
Suppliers who need timely payments for services or products.
5
Auditors to verify compliance with procurement policies.
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3
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What are the instructions for submitting this form?
To submit the completed Payment Requisition Form, please mail it to Accounts Payable, 4747 Keele, Finance Department. You may also consider emailing approved forms to the designated finance email provided by your department. Ensure that all attached invoices are originals and conform to university guidelines before sending.
What are the important dates for this form in 2024 and 2025?
As of the effective date in January 2016, the Payment Requisition Form requires annual review and should be updated as necessary. Keep aware of any financial policy revisions and ensure compliance by checking for updates at the start of every fiscal year. Compliance will ensure smooth processing in the following fiscal periods.
What is the purpose of this form?
The Payment Requisition Form serves to streamline the process of requesting payments from the university to external vendors. It ensures that all necessary documentation accompanies the payment request, promoting accountability and tracking. Furthermore, it guarantees that payments are made in compliance with the university's procurement policies and procedures.
Tell me about this form and its components and fields line-by-line.
- 1. Pay To: Field to input the vendor's name.
- 2. Vendor Address: Field to indicate the address for payment.
- 3. Reason for Payment: Detailed description of goods/services provided.
- 4. Currency: Specifies the currency in which the invoice is billed.
- 5. Chartfield(s): Codifies how charges appear in the university's general ledger.
- 6. Prepared by: Name and signature of the individual preparing the form.
- 7. Approved by: Signature of the authority approving the charges.
What happens if I fail to submit this form?
Failing to submit this form can lead to delays in vendor payments and potential disruptions in service. Forms that are incomplete or incorrectly filled will be returned for corrections, potentially straining vendor relationships.
- Delayed Payments: Increased processing times may affect vendor relationships.
- Compliance Issues: Non-compliance with university procurement policies may lead to audits.
- Record-Keeping Challenges: Inadequate documentation may create issues during financial reviews.
How do I know when to use this form?
- 1. Payments to Vendors: Used when requesting payment for goods/services from vendors.
- 2. Invoicing Situations: Required when the vendor submits an invoice for payment.
- 3. Compliance with Procedures: Necessary to confirm adherence to institutional procurement procedures.
Frequently Asked Question
How do I fill out the Payment Requisition Form?
Carefully follow the detailed instructions provided in the form, ensuring all required fields are completed.
Can I edit the PDF online?
Yes, you can easily edit the PDF using PrintFriendly before downloading it.
What should I do if I encounter issues while filling out the form?
If you face challenges, refer back to the instruction section or contact your finance department for assistance.
Do I need to attach documents with the form?
Yes, attaching the original vendor invoice is mandatory for processing.
When should I submit this form?
Submit the form as soon as you receive the vendor invoice to ensure timely payment.
What happens if the form is incomplete?
Incomplete forms will be returned to the preparer for corrections.
How do I track my payment status after submission?
Typically, you can check with the Accounts Payable department for updates on payment status.
Are there specific compliance requirements for this form?
Yes, ensure that your payment request complies with the University's Procurement Procedures.
How can I get approvals for my requisition?
Find the appropriate signing authority within your department to review and sign off on the form.
Can I submit this form electronically?
Check with your institution’s policy for electronic submissions; usually, a physical copy is needed.
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