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.
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)
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)
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.
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.
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.
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.
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)