Direct Pay Request Form Instructions

The Direct Pay Request form is used to make payments that do not require a Purchase Order. It can be used to pay registration fees, membership fees, subscriptions, postage fees, bank fees, payroll/garnishments, student emergency loans, legal fees, audit fees, honorariums, student stipends, refunds of deposits, refunds of fees, insurance or for other instances where pre-payment is required prior to receipt of goods or services. Original invoices, quotes, receipts and/or documentation should accompany this form in order to support the processing of it for payment.

Payee Information: Enter the payee information (name, address and Banner ID/Vendor number). Before a direct pay request can be sent to Accounts Payable, the Banner ID/Vendor number must be on the form.

Vendor Number Information: Enter the Banner ID/Vendor number in the space provided. Before a direct pay request can be processed for a vendor, they must be established as a vendor in Banner Finance. To determine if a vendor is already setup in Banner, you can go into Banner Self-Service. A Banner Training Guide is located on UNCSA Purchasing website which provides instructions on how to search for a vendor within Banner. If the Vendor is not found within Banner Self-Service, a UNCSA Vendor Registration Form must be completed and submitted to Purchasing for processing/setup. Not supplying the UNCSA Vendor Registration Form may delay the timely processing of the Direct Pay Request Form. The UNCSA Vendor Registration Form can be located on the UNCSA Purchasing website.

Choices: Select the box that is applicable to the type of payment being requested. Select other if the type of payment is not listed.

FOAPAL Distribution: Enter the FOAPAL Distribution information (Fund, Account, Organization and Activity). Also enter the amount that is being requested for payment.

Check Information: Enter the date the check is needed and check the box for a single check, if applicable. Explain the purpose of the disbursement (why the check is needed). Also provide the required documentation to support the payment request. Attach the original invoice, quote, receipts and/or documentation that should accompany this form in order to support the processing of it for payment. Documentation is required for processing, no exceptions.

Method of Check Distribution: Select one method for the check distribution. All checks will be mailed, unless another method below is designated.

• Mail to Payee: Checks will be mailed to the address provided. For checks that should be mailed to other addresses, enter the address in the space provided beside other.
• Pickup Check: Enter the department name, contact person and their extension for the pickup. Also state the reasons why the check needs to be picked up/returned to the department for mailing. Acceptable reasons include: presentation of the check to a speaker or entertainer.
• Documentation Copy: To send documentation, check this box and attach the documentation for mailing to the Direct Pay Request Form.

Signatures: Provide a contact name and phone number for the person preparing the form. This information will be used in the event inquires are necessary to process the request. Obtain the Departmental Approval/Authorized Signature of the Responsible Party for the Banner Fund being charged.

Submit for Processing: Submit the Direct Request Pay Form to Accounts Payable for logging and processing. Do not submit Direct Pay Request Forms to Purchasing for processing.

Questions? If you have questions or need assistance in completing this form, please contact the Accounts Payable