| What to do |
How to do it |
| 1 |
Access a Payment Request form. |
- Go to the online Payment Request form.
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| 2 |
Enter the payee information. |
- In the Payment to be Issued to & Mailing Address box:
- If the payee is an employee, enter the payee's name and Mail Code.
- If the payee is not an employee, enter the payee's name and mailing address.
Note: The check or direct deposit notice will be sent to the address you provide. Payments to vendors go directly to the vendors and cannot be issued to a campus department.
|
| 3 |
Enter the date of the request. |
- In the Date of Request box enter the today's date.
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| 4 |
Enter the Social Security number (SSN) or Federal Employer Identification Number (FEIN). |
- If the payment is to a person, enter the payee's SSN.
- If the payment is to a vendor or business, enter the payee's FEIN.
|
| 5 |
Enter a home address. |
- If the payment is for a personal reimbursement, skip this box.
- If the payment is reportable as income, provide the home address.
Types of reportable payments:
- Rents
- Royalties
- Interest
- Fellowships
- Personal services
Note: Disbursements will send a 1099 form to the payee's home address for tax purposes.
|
| 6 |
Indicate California residency. |
- If the payee is a California resident, check Yes.
- If the payee is not a California resident, check No.
|
| 7 |
Provide country of residence. |
- If the payee is not a U.S. citizen, provide the following information and forms (to be used in Step 16):
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| 8 |
Indicate employment status. |
- If the payee is a UC employee, check Yes.
- If the payee is not a UC employee, check No.
|
| 9 |
If payee is an employee, indicate salary status. |
- If the employee is with salary, leave the box unchecked.
- If the employee is without salary, check the box.
|
| 10 |
Provide a description of the payment. |
- If the payment is for goods, write an actual description of each item.
- If the payment is for services, write a description of the services, including the date of the service.
- Include the purchase order number, if the payment is for a vendor who will NOT send an invoice.
|
| 11 |
Provide the amount. |
- Indicate the total dollar amount for the goods or services. Include freight and any other additional charges.
Note: Itemize freight and any other additional charges.
|
| 12 |
Indicate tax amount. |
- If requesting payment for a personal reimbursement, leave the tax box blank if:
- The sales tax was applied at the point of sale
and
- The sales tax is indicated on the sales receipt.
Note: Retain the receipt for use in Step 17.
- If requesting payment to a vendor, enter a dollar amount for Use Tax if:
- The vendor operates outside of California
and
- Sales tax was not paid at the point of sale
Need more information? See sales and use tax.
|
| 13 |
Enter the total amount. |
- Enter the total amount of the payment request:
goods or services +
itemized freight or additional charges +
applicable taxes =
total amount
|
| 14 |
Provide contact information. |
- Include your contact information:
- Name
- Department name
- Phone extension
- Mail Code
|
| 15 |
Acquire department approval. |
- Acquire the signature of the person who has the authority to approve expenditures on the index being charged.
Note: The person who authorizes the payment request for your department must have a signature authorization on file with Disbursements.
Employees who have been delegated the authority to approve payment requests cannot authorize their own payments or reimbursements.
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| 16 |
Provide accounting information. |
- If you are charging a single index, fund, and account:
- Enter the index, fund, and account.
- Include one reference number to aid in identifying your payment request (optional).
- Enter the total amount determined in Step 13.
- If you are charging multiple indexes and accounts:
- Enter an index, fund, and account in each row as needed.
- Repeat one reference number in each row to aid in identifying your payment request (optional).
- Enter an amount in each row.
Note: The total of the amounts entered in each row must equal the total calculated in Step 13.
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| 17 |
Attach supporting documentation. |
- Attach these documents to the payment request, when applicable:
- Original receipts (reimbursements only)
- Non U.S. citizen forms (see Step 6)
Note: A Certification of Academic Activity form must also be completed for honoraria payments to visitors on B-1 and B-2 visas or WB and WT classifications.
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| 18 |
Attach remittance copies. |
- If documentation must accompany the payee's check:
- Make an additional copy of the payment request.
- Attach the documentation (e.g., receipts, canceled checks, etc.)
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| 19 |
Submit the request. |
- Submit the payment request and any documentation prepared in Step 16 and 17 to Disbursements, Mail Code 0955.
Note: The turnaround time for processing your request is approximately three to four days from the date Disbursements receives your completed form.
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