Payment Processing
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General Payments
Payment Request Forms Must be included with all payment requests other than foreign wire requests, requests with a PO assigned, or an exception granted by a member of the AP managment team.
Must be included with all payment requests to be sent by international wire. Domestic wires are not allowed.
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.
Other Commonly Used Forms Form that must be completed by independent contractors within 30 days of the start of their service to the university.
Form to document exceptions to the policy for business meals and hospitality expenses or for purchase of admissions tickets using university funds.
Form used by AP to validate authorized signators on expenditure forms (i.e. Check Requests).
Documentation Needed to Make a Payment The Specific Payment Types Matrix lists specific payment categories, the documentation and/or special approvals needed for them, as well as any related university policies. 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 Kent State 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.
- An address listed on a payment request form does not supersede the remittance address listed on an invoice or contract. 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 Kent State University
- 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 Methods The Payment Method Matrix describes how to submit a PO invoice for payment, as well as when a payment should be made by P-Card, submitted on a Payment Request Form, or submitted on a Wire Request Form. Payment Request Submission Submit fully documented and signed payment requests to apinvoices@kent.edu. Commodity Codes Procurement manages the commodity code list and provides a list of the codes on its 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, the following paperwork must be submitted to Accounts Payable:
- Completed and signed payment request form
- Copy of the HR Independent Contractor Determination Form email
- Copy of the fully signed contract (or Independent Contractor Terms of Agreement)
- PEDACKN
- NOTE: If you receive an independent contractor denial email from Human Resources, you must submit an invoice in lieu of a contract and the payment request must be approved by your executive officer or their delegated representative.
- 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
Kent State University 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 Kent State University 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.