The Accounts Payable Department sets up vendors in our system to provide
for the timely payments of invoices. This requires the coordination between
the university and our vendors.
Purchase Order Payments
Direct Pay
Purchase Order Payments
For Invoices Under $5,000:
Vendor sends invoice to Accounts Payable as request for payment
If vendor sends invoice to your department, forward it to Accounts Payable
immediately (If we don’t have it, we can’t pay it)
Your financial manager will receive a daily report of all invoices under
$5,000 posted to your purchase orders
DEPARTMENT DOES NOTHING unless it wishes to withhold payment
For Invoices Over $5,000:
Vendor sends invoice to Accounts Payable as request for payment
If vendor sends invoice to your department, forward it to Accounts Payable
immediately (If we don’t have it, we can’t pay it)
Your financial manager will receive an email along for each invoice of
$5,000 or more posted to your purchase orders
Your financial manager must reply to the email from Accounts Payable to
approve payment.
Direct Pay Form
The University must obtain certain information about the tax status of our
vendors as required by Internal Revenue Service regulations. To meet those
requirements, a completed Form W-9 (Request for Taxpayer Identification Number
and Certification) must be on file for all vendors, with the following
exceptions:
Payments to USI employees
Direct refunds of income
Payments to foreign persons (including nonresident alien individuals,
foreign corporations, foreign partnerships, foreign trusts, foreign estates, and
any other person that is not a U.S. person as defined by the IRS)*
IRS Form W-9 is available at http://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=3
*Instead of Form W-9, these payments require completion of the appropriate Form
W-8.
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