Supplier Invoice Request
(previously Payment Request Guidelines)
In order for a Supplier Invoice Request to be submitted on behalf of an individual/company, they must be setup in our system and assigned an active Supplier Name and Supplier ID. For more information, please visit our FAQs.
- If you need to register a Supplier, please login here with ULink login; entering Supplier name and Supplier email address, so they can complete the registration process to become a Supplier.
- Supplier will receive a system-generated email from Accounts Payable. The department that submits the request, will also be cc'd on the email. The Supplier will need to follow the directions linked in the email to complete registration.
Backup - all requests must include a Name and Remit Address
Expenditures Authorization policy - please note, Request for Disbursement = Payment Request
Suggested Payment Request transactions:
Where a Purchase Order would not provide any value to the transaction. A Payment Request must be documented by an invoice, statements, and/or receipts:
- Accreditation Fees
- Airline tickets for Groups (Not purchased through Anthony Travel)
- Awards (May require that the individual be paid through the Payroll Department or through Financial Aid.)
- Copyright
- Donations
- Dues
- Entertainment/Performers: Reimbursement of entertainment expenses must include documentation of who, what, when and where. This is an IRS requirement.
- Freight/Shipping/Handling (If not on original PO or relating to closed PO)
- Guest Speakers
- Honorariums
- License Permit Fees
- Medical Exam Fees
- Medical Service Payments
- Payment to Game Officials (May require that the individual be paid through the Payroll Department or through Financial Aid.)
- Proctoring/Note Taking (May require that the individual be paid through the Payroll Department or through Financial Aid.)
- Property Lease/Rental Payments
- Refunds
- Registrations (Requires use of UofL procard or UofL Travel Card, payment request - if supplier does not accept credit cards; employee reimbursement is not allowed.)
- Reimbursements to Non-Employees
- 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)
This list in not all-inclusive. Some requests will be reviewed on a case-by-case basis, please contact Accounts Payable.
List of all Procurement Commodity and Vendor Contracts that must be submitted through the procurement process.
Invoice Supplier Request naming examples:
Supplier Invoice Number Field (always lowercase):
- If a supplier has provided an invoice document then add the document's invoice number in the "Supplier Invoice Number" field.
- Application Fees: appfeelastnamefirstnameMMDDYY
- Award: awardMMDDYY
- Donation: donation(personname)MMDDYY
- Dues: dueslastnamefirstnameMMDDYY
- Honorarium/Guest Speaker: servMMDDYY
- License: liclastnamefirstnameMMDDYY
- Medical Research Study: mrsMMDDYY
- Petty Cash: pcMMDDYY
- Refund for Companies: rfd(deptname)or(studentID)MMDDYY
- Registrations: reglastnamefirstnameMMDDYY
- Reimbursement: reimMMDDYY
- Rent: rentMMDDYY
- Research Study: srspMMDDYY
- Royalty: royaltyMMDDYY
- Sponsorship: sponsorshipMMDDYY
- Subscription: subslastnamefirstnameMMDDYY