Payment Request Backup

From an internal controls and audit standpoint, and as a matter of good business practice; all Payment Requests must be substantiated with appropriate backup as per the Payment Request Guidelines. All requests must include a Name and Remit Address.

Backup Requirements:

Guest Speakers, Facilitators, Moderators, Judges, etc. (Fees & Reimbursements):

• E-mail correspondence between your department and the individual (or their agent) specifying the details of the engagement (i.e. date(s) of engagement, amount of payment, topic to be covered or duties to be performed, costs the University will cover related to travel expenses, etc. OR
• The department can develop a form or letter that contains this information that they have the guest sign verifying their agreement.
• In the case of reimbursement of expenses, please attach the speaker’s receipts to the request 

Contest Awards & Stipends (Non-Employees & Non-Payroll Payments; Students Approved by Financial Aid):

• E-mail correspondence between your department and the participant notifying them that they have been selected for the award or program, including the details, OR
• A letter to the participant letting them know they have been selected, OR
• Documentation from the U of L website or a departmental site specifying the contest or program requirements and dollar amount of the payment(s) 

Honorariums:

• E-mail correspondence between the department and the individual (or their agent) specifying the details of the engagement (including details on any travel costs the University will reimburse); In the case of reimbursement of expenses, please attach the speaker’s receipts to the request, OR
• A copy of an invitation to the guest requesting their attendance at the event 

Refunds:

• A copy of the original deposit, OR
• A screen shot of a departmental accounts receivable system showing the overpayment or credit