Payment Request Matrix

The Payment Request Matrix lists the transactions that can be processed through the Payment Request Form in BobcatBUY. It also includes the required supporting documentation for supplier set up and payment substantiation for each transaction.

NOTE: For all Non-Resident Alien and International Visitors provide copy of Visa (photo and stamp)

Payment Request Matrix

Click the link below to go directly to the payment request section

• Direct Payments
• Payments for Participation
• Gifts, Awards, and Settlements
• Reimbursements
• Student Reimbursements
• Refunds

Direct Payments

Allowable Transactions	Supplier Set-up	Payment Substantiation
Government - All payments to county, state and federal government agencies Postage Advertising Airport fees - Payments to airports for landing, parking, and refueling of University-owned aircraft Certification - Required certification, inspection, and/or licensing fees Exhibit fees INS Fees / Visas License and Inspection Fees (non-software) Lists, including mailing lists/labels and Graduate Student Locator Service List Memberships Notary Public fees Publication submission Published materials - Books, texts, publications, periodicals, directories, and inter-library loan fees	Supplier/Payee Information Form Appropriate IRS W9/W8	Invoice

 

Payments for Participation

Allowable Transactions	Supplier Set-up	Payment Substantiation
Research Subjects Study Participant Standardized Patients Human Subjects (unless recurring payments exist)	Appropriate IRS W9/W8 (>$100)	Documentation including participant Email, phone#, payment amount and participant signature indicating acceptance of payment/cash (you may attach forms and/or spreadsheets)
Commissions/Royalties	Supplier/Payee Information Form Appropriate IRS W9/W8	Commission/Royalties Report
Participant Support (as defined by Uniform Guidance§200.75 Participant support costs: Participant support costs means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects	Supplier/Payee Information Form Appropriate IRS W9/W8 (>$100)	Documentation including participant’s name, title, specific description and date of the event, amount, and signature of the university person authorizing the payment of the participant support (you may attach forms and/or spreadsheets)

 

Gifts, Awards and Settlements

Allowable Transactions	Supplier Set-up	Payment Substantiation
Honorariums	Supplier/Payee Information Form Appropriate IRS W9/W8	Honorarium Agreement
Awards & Prizes Gifts Awards, prizes or gifts to employees MUST follow policy 40.011 Employee Recognition Awards	Appropriate IRS W9/W8  (>$100)	Documentation including event and/or reason for award or gift, amount, recipient’s name, address, email, phone number, and signature of the person authorizing the payment of the award, prize or gift (you may attach forms and/or spreadsheets)
Scholarships	Supplier/Payee Information Form Appropriate IRS W9/W8	Award Letter documenting scholarships (only taxable scholarships come through this process – all other scholarships go to the Bursar Office)
Legal Settlements	Supplier/Payee Information Form Appropriate IRS W9/W8	Only Legal can submit a request for a legal settlement. Documentation kept by Legal.
Relocation prior to start date (otherwise paid through payroll)	Supplier/Payee Information Form Appropriate IRS W9/W8	Copy of offer letter from HR documenting

 

Reimbursements

Allowable Transactions	Supplier Set-up	Payment Substantiation
Reimbursement for non-OU employees only. Employee reimbursements must be processed through Concur	Supplier/Payee Information Form Appropriate IRS W9/W8	Proof of Original Payment including itemized receipts for non-employee reimbursements and document detailing mileage reimbursement and per diem amounts by date

 

STUDENT Reimbursements

Allowable Transactions	Supplier Set-up	Payment Substantiation
Reimbursement for students and student employees only.	Recipient’s PID, name, full address, email, phone number, and amount	TER form for student travel reimbursements (to document per diems and mileage reimbursements) and itemized receipts when required DP form for non-travel reimbursement and itemized receipts when required

 

Refunds

Allowable Transactions	Supplier Set-up	Payment Substantiation
Refunds for money paid to the University that need to be returned (e.g. paid tickets for a cancelled event)	Recipient’s name, full address, email, phone number, and amount	Proof of Original Payment For multiple recipients you may attach a spreadsheet including recipient’s name, full address, email, phone number and amount for each recipient