Payment Information

CHECK REQUEST FORM

The Check Request form shall be used to process reimbursements for employees (other than travel) and students.

Click Here For Check Request Form

HONORARIUM:

An Honorarium is an unexpected gift, expression of gratitude, or token of appreciation presented to an individual for services which no fee is set, agreed upon, or legally obtainable. It may be monetary, but just as often is a small work of art or other appropriate expression. Honorariums are by definition modest in value. (This payment should be less than $100.00) Note: If a person is speaking or presenting, this is a guest lecturer/guest speaker. The form can be found on the purchasing web page under forms.
(Use Commodity Code: Honorarium and OBJT/SOBJ 7535-20)

Click Here For Honorarium Form

STATE OF ARIZONA, INCLUDING NORTHERN ARIZONA UNIVERSITY, EMPLOYEES SHALL NOT RECEIVE AN HONORARIUM/STIPEND

Employee payments shall be disbursed through the applicable payroll system (PAR)
Click to go to Payroll Site Index

STIPEND:

A stipend is an allowance or periodic payment. A stipend can either be compensation for services rendered or scholarship/fellowship where no service is required. Compensatory Stipends are paid through the Payroll Department. Scholarship/fellowship stipends are paid through Accounts Payable
(Use Commodity Code: Stipend and OBJT/SOBJ: (7510-30 Services Only), (7790-01 Scholarships Only) (7420-90 Participants)

Click Here For Stipend Form

STATE OF ARIZONA, INCLUDING NORTHERN ARIZONA UNIVERSITY, EMPLOYEES SHALL NOT RECEIVE AN HONORARIUM/STIPEND

Employee payments shall be disbursed through the applicable payroll system (PAR)
Click to go to Payroll Site Index

GUEST LECTURER/GUEST SPEAKER:

A Guest Lecturer/Guest Speaker shall be defined as an individual distinguished in his or her field of specialization who shall visit Northern Arizona University for two weeks or less to lecture or interact with students, faculty or staff. Payment for services shall be made utilizing a PDQ document. (Use Commodity Code: Guest Lecturer and OBJT/SOBJ: 7510/30)

Click Here for Lecturer/Guest Speaker Form

STATE OF ARIZONA, INCLUDING NORTHERN ARIZONA UNIVERSITY, EMPLOYEES SHALL NOT RECEIVE A GUEST LECTURE/GUEST SPEAKER/PERFORMER PAYMENT

Employee payments shall be disbursed through the applicable payroll system (PAR)
Click to go to Payroll Site Index

PERFORMER:
A Performer shall be defined as an individual distinguished in his or her field of specialization who shall visit Northern Arizona University ad conduct artistic classes or performances and the number of performances shall be limited. Payment for services shall be made utilizing a PDQ document.
(Use Commodity Code: Performer and OBJT/SOBJ: 7510-60)

Click Here For Performer Form

STATE OF ARIZONA, INCLUDING NORTHERN ARIZONA UNIVERSITY, EMPLOYEES SHALL NOT RECEIVE A GUEST LECTURE/GUEST SPEAKER/PERFORMER PAYMENT

Employee payments shall be disbursed through the applicable payroll system (PAR)
Click to go to Payroll Site Index

NON-RESIDENT ALIEN:

Northern Arizona University policy states that 30% will be withheld from all payments made to individuals that are non-resident aliens.

There are NO EXCEPTIONS: All forms show two different boxes:
1. U.S. Citizen
2. Nonresident Alien

All questions regarding NONRESIDENT ALIEN should be directed to Susan Weaverling: Call 3-6103.

FOOD REIMBURSEMENT:

Submit Purchasing Services Food Purchase form, signed by the dean, Director, or Chair of the department with the following information:

Click Here for Food Form

NOTE: FOOD PURCHASES SHALL NOT BE CHARGED ON STATE ACCOUNTS

Food purchases are not allowed for the following:

Click Here for Policy

PAYMENT VOUCHER:

Some examples: Refunds on camps, seminars, prep school refunds, reimbursements for ticket sales, swimming lessons, return of financial funds, undergraduate refunds for students, financial aid refunds.

Payment vouchers are used when refunding funds to individuals or vendors and there is no value in processing PD's.

Click here for Payment Voucher Form

REMIT ADDRESSES ON INVOICES:

If the address is not correct in the vendor table, it is the vendor's responsibility to provide the correct address to Northern Arizona University via the Vendor Registration Application (Substitute W-9) form.

If Honorarium, stipend, guest lecturer, performer or payment voucher forms are used for a payment the form can be used as a substitute W-9 with a signature to be entered into the vendor table.

CONFERENCE FEES:
There are three ways to pay for Conference Fees

Individuals shall not be paying for the conference fees with personal funds.

REIMBURSEMENTS:

All receipts shall be original. The limit amount for reimbursements is $5000.00. If reimbursement is for mileage, the odometer readings must be provided

Items not allowed:

Click Here For Policy