Payment FAQs
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General Payments
Forms Must be included with all payment requests to reimburse departmental petty cash.
PETTY CASH REIMBURSEMENT SUPPLEMENTAL FORM
May be included with all payment requests to reimburse departmental petty cash as needed.
Form that must be completed by independent contractors within 30 days of the start of their service to the university.
Definition of a remittance address A remittance address is a specified physical destination for sending payment.
The remittance address must be listed on a vendors invoice or contract, and that remittance address must match a remittance address the vendor shared with ÎçÒ¹¾ç³¡ via PaymentWorks.
Note:
- A vendor can have multiple remittance addresses.
- A remittance address optionally may have ACH (direct deposit) information assigned to it.
- A physical remittance address is required regardless if the vendor has ACH information on file.
- Purchase Order (Procurement) and Corporate addresses may match remittance addresses but are not required to.
- The invoice or contract is considered the authoritative document of record.
Definition of an Invoice An invoice is a vendor-supplied billing document that details a purchase.
Characteristics of acceptable invoices:
- Billed to ÎçÒ¹¾ç³¡
- Invoice number (preferred)
- Invoice date
- Itemization of items/services purchased (what are we paying for and what is the per item cost)
- Invoice total (must match total on payment request; KSU does not shortpay or overpay invoices)
- Remittance information (must have vendor's name and remittance address)
Payment Processing Cycle Accounts Payable reviews the AP Invoice Review queue daily. When an invoice is approved by AP, it exports from the e-Payables system and posts to Banner with a due date that reflects the following calendar day.
Payment runs occur every Wednesday evening and include all unpaid invoices that reflect due dates on or prior to the date of the payment run. As a result, invoices exported from the e-Payables system from Wednesday through Tuesday are included in the following Wednesday's payment run. During holiday weeks and at fiscal year end, payment run dates may deviate from this schedule.
Banner Finance Guides To check the status of your exported payment, take the following steps (in order):
- Check Banner screens FAIVNDH and FGITRND to see what the due date and check date is listed as.
- NOTE: If you cannot access these screens, ask your local Banner security administrator to submit a request for you to have BAN_FIN_DEPT_USERS/C access.
- If you are unable to find the payment details in Banner, and the e-Payables invoice status is "Exported", email apcustomerservice@kent.edu with the vendor's Banner ID, name, invoice number, and dollar amount for assistance.
Commodity Codes Procurement manages the commodity code list and provides a list of the codes on their website. -
Independent Contractors
General Overview
Human Resources oversees the Independent Contractor review process. Please refer to the Human Resources Independent Contractor page for questions regarding independent contractors. For further questions, contact a member of the Compensation team at compensation@kent.edu or 330-672-2100.
- All vendors, including independent contractors, must onboard via the university's secure vendor portal, PaymentWorks. More information about PaymentWorks, including instructional guides, can be found on the PaymentWorks Vendor Management page.
- To comply with State of Ohio Senate Bill 343 Sec. 145.038, the OPERS Independent Contractor Acknowledgement (PEDACKN) (pdf) must be completed and signed within 30 days of the independent contractor's start of service.
Payment Requests for Independent Contractors
Once the services have been rendered and it is time to pay the independent contractor, consult Appendix A - Payment Request Documentation Guidelines to determine what must be attached to the request via the e-Payables system. Appendix A is found in the E-Payables section of this website.
- All vendors, including independent contractors, must onboard via the university's secure vendor portal, PaymentWorks. More information about PaymentWorks, including instructional guides, can be found on the PaymentWorks Vendor Management page.
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Compensating Research Subjects
ÎçÒ¹¾ç³¡ balances its responsibility to maintain confidentiality of human research subjects with record keeping requirements of the State of Ohio, grantor agencies, and the Internal Revenue Service.
Procedures for Compensating Research Subjects
This document clarifies the University's procedures for distributing incentives or compensation to human participants engaged in research protocols approved by the ÎçÒ¹¾ç³¡ Institutional Review Board (IRB) Related Forms
- Compensation of Research Subjects - Table (pdf)
- Gift Card and Certificate Reconciliation log (xls)
- RPR-1 (pdf)
- RPR-2 (pdf)
Questions
- Questions regarding the process for making payments to research payments may be directed to AP at apcustomerservice@kent.edu or x22607.
- Questions regarding the tax issues involved in compensating research participants may be directed to the Tax Manager at tax@kent.edu or x28622.
- Questions regarding the Institutional Review Board may be directed to the Office of Research Compliance at x22704.