Payment Request Guidelines


Payment Request Entry (pdf)
Approvals for Payment Request (pdf)
PDF file requires the free Adobe Acrobat Reader download.

 

The Payment Request Module should be used for the following types of transactions, where a Purchase Order would not provide any value to the transaction:

    • Accreditation Fees
    • Airline tickets for Groups (Not purchased through Anthony Travel)
    • Airline tickets for Individuals (With prior approval from the Controller's Office)
    • Awards (May require that the individual be paid through the Payroll Department or through Financial Aid.)
    • Clinical Trials
    • Copyright
    • Dry Ice
    • Dues
    • Entertainment/Performers (KRS45A.050.2C)
    • Freight/Shipping/Handling (If not on original PO or relating to closed PO)
    • Guest Speakers (KRS45A.050.2C)
    • Honorariums (May require that the individual be paid through the Payroll Department or through Financial Aid.)
    • License Permit Fees
    • Medical Exam Fees
    • Medical Service Payments
    • Parking Fees
    • Payment to Game Officials (May require that the individual be paid through the Payroll Department or through Financial Aid.)
    • Postage
    • Proctoring/Note Taking (May require that the individual be paid through the Payroll Department or through Financial Aid.)
    • Property Lease/Rental Payments
    • Refunds
    • Registrations
    • Renewals
    • Royalties
    • Shared Revenue
    • Stipends (May require that the individual be paid through the Payroll Department or through Financial Aid.)
    • Subscriptions
    • Subsidies/Sponsorships
    • Tuition Payments (to other schools)
    • Utilities (water, electric, gas,telephone [excluding cellular and pagers],and cable)
    • Reimbursements to Non-Employees

This list in not all-inclusive. Some requests will be reviewed on a case by case basis.

List of all commodities that must be submitted through the procurement process.

List of price contracts.

Stockroom catalog.

Payment Request must be documented by an invoice, statements, and/or receipts.

Reimbursement of entertainment expenses must include documentation of who, what, when and where. This is an IRS requirement.

A W-9 form and Vendor Survey are required for all new suppliers, except reimbursements for employees and active students, and refunds to individuals. Please see the New Vendor Requirements Policy for further instructions.

Budget & Financial Planning
Phone: 502-852-6166

Grawemeyer Hall
Room 20
Louisville, Ky. 40292

Bursar's Office
Phone: 502-852-6503

Houchens Building
Room 101
Louisville, Ky. 40292

Controller's Office
Phone: 502-852-7072

Service Complex
2nd Floor
Louisville, Ky. 40292

Payroll Office
Phone: 502-852-2978

Personnel Services Building
1980 Arthur Street
Louisville, KY 40208-1707

Position Management
Phone: 502-852-2978

Personnel Services Building
1980 Arthur Street
Louisville, KY 40208-1707