Payment for Services Rendered
Payment for Expense Reimbursement
Payments to Students
Payment to Vendors
Travel Advances
Wire Transfers/Foreign Currency Options

 

Payments for Services Rendered

Employee Payments

Other than wages, which are requested on a Personnel Action Form (PAF), payments for additional services may be made on the Faculty/Staff Additional Pay for Services form.

Faculty/Staff Additional Pay for Services
Form Instructions

Non-Employee Payments

Payments to a non-ND employee for services should be requested using the Non-Employee Payment for Services form. For reporting purposes and withholding requirements, it is important to indicate the status of the individual as follows:

  • U.S. Citizen
  • Permanent Resident (Green Card holder)
  • Resident Alien (International Visitor passing the Substantial Presence Test)
  • Non-Resident Alien (International Visitor not passing the Substantial Presence Test)

Payments to independent contractors are made on the Non-Employee Payment for Services form.
Form Instructions  Please be sure to complete and submit page 2 of the form (separate tab in Excel form). Page 2 helps us to document why the payee is being treated as an Independent Contractor versus an Employee as defined in the Internal Revenue Code.

Payments for Expense Reimbursements

An expense report should be used to reimburse University employees, students, and visitors for travel and entertainment, as well as miscellaneous business expenses.  Complete the expense report online at travel.nd.edu .

Payments to Students

All payments to students must be made on a Student Personnel Action Form (Student PAF); however, there are certain situations when forms other than a PAF are an appropriate method of paying students. They are:

  • When the student has graduated, his/her position has expired and has unpaid hours remaining. These should be submitted on a Faculty/Staff Additional Pay for Services form.
  • A student is receiving royalties from the University. Royalties are not considered earned income to be reported to the Student Employment/Financial Aid Office. These should be submitted via Check Requisition form.

Payments to Vendors

Vendors can be paid using one of the following three methods:

  1. Purchase Orders generated by the University’s buyND e-procurement system
  2. Procurement Card
  3. Check Requisition form

The buyND e-procurement system is the preferred method for purchasing goods or services.  buyND provides on-line requisitioning, catalogs, and punch-out capabilities to vendor websites.  Vendors reference the buyND Purchase Order (PO) number on their invoices which are sent directly to the Accounts Payable Department for processing.  Before paying an invoice, the Accounts Payable Department verifies that the quantities and prices on the invoice match the related PO, and that the items have been “Received” by the department in the buyND system.  See the Procurement Services Department website for more information regarding the buyND system.

The Procurement Card program provides an efficient way to purchase low-dollar business related goods and services.  The Procurement Card is appropriate for items less than $1,500 where there is no buyND catalog to support the purchased item.  See the Controllers Group website for more information regarding the Procurement Card program.

Colleges/Departments utilizing the Check Requisition form are still required to follow University bidding policies.

Travel Advances

Individuals in need of cash in advance of travel are encouraged to use the Express Cash feature on their Chase Visa Travel Card. This feature requires the establishment of a PIN number and enables the Chase Visa Travel Card holder to withdraw cash from nearly any ATM nationwide. Cash advance requests received via check requisition may be returned to the requesting department if circumstances indicate that such advances may otherwise be obtained via the Chase Visa Travel Card.

Contact TravelND Help Desk (574-631-4289, travel@nd.edu) to enable the Express Cash feature on Chase Visa Travel Card. Please allow at least one week for the Express Cash feature to be activated.

In the event of special circumstances, such as foreign travel, group travel, etc., please contact Jackie Fuzey, Compliance Supervisor, (574) 631-3936; Fuzey.3@nd.edu.

Wire Transfers / Foreign Currency Options

The University has the capability of issuing payment via Wire Transfer, or in foreign currencies.    Domestic and International options are discussed below.  The University incurs bank fees and additional administrative costs to process these options.  The Accounts Payable department (1-8274) can advise you as to the most appropriate option for your transaction.

A. Domestic

 The University’s standard method of payment is by check.  Payments via ACH bank transfer (direct deposit) are made to ND employees and high volume vendors.   ACH is limited to high volume vendors due to the administrative effort to set up and maintain the necessary banking information.

In rare instances, a domestic wire transfer may be necessary for a large dollar or time sensitive transaction (purchase of real estate, for example).   Complete the Wire Transfer Form - Domestic and attach it to the payment request form being submitted (Check Requisition, Non-Employee Payment for Services, etc).

B. International

There are options for handling payments destined outside the U.S., or if payment must be in a foreign currency:

  • Check – US dollar
  • Check – foreign currency
  • Wire Transfer  

Check – US dollar – If a US dollar check is being sent to a payee with a mailing address outside the US, the check should be sent via Federal Express, or in some manner that provides increased security.

Check (Bank Draft) – foreign currency – If payment is being made to a payee with a mailing address outside the US, payment can be made via a Bank Draft (similar to a check) in the local currency of that country.   Bank drafts should be sent via Federal Express, or in some manner that provides increased security.    Use this option only if a wire transfer cannot be sent, or if additional documents must be physically mailed with the bank draft.

International Wire Transfer – If payment is being made to a payee with a bank account outside the US, payment can be made via a wire transfer in either US dollars or in the local currency of that country.  Note - the payee may incur higher fees from their bank for receiving US dollars rather than the local currency.  Complete the Wire Transfer Form – International and attach it to the payment request form being submitted (Check Requisition, Non-Employee Payment for Services, etc).