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Controller's Office

Unencumbered Payments


 

Supplier Profile Setup

 

Businesses and individuals not requiring a Purchase Order through Procurement Services still need to be added to FSU's Supplier Profile.  Please complete the following form as required:

Vendor Authentication Form (Businesses)

Vendor Authentication Form (Individuals)

In an effort to become more efficient, Direct Deposit of funds are recommended.
Direct Deposit Form

If requesting a payment for an individual, please use the People Payments Procedure Review to assist you.

 

Supplier Profile Contacts

 

Ben Bennett | Ph: 850-644-1672 | Email: bfbennett@fsu.edu
Supplier Profile Maintainence

Lauren Barrett| Ph: 850-645-8611 | Email: lmbarrett@fsu.edu
Supplier File Manager

 

Frequently Asked Questions- Supplier Authentication (non-purchase order vendors)

 

 

Allowable Unencumbered Disbursements

 

Accounts Payable only allows certain items to be processed as an unencumbered payment.  Some payments require additional documentation for our records.  The Allowable Unencumbered Disbursements form is a list of the most common acceptable unencumbered payments.  Other forms associated with certain unencumbered payment requests are:

Certification of Payment with Public Funds

University Membership Justification

Payment Request-  Foriegn Supplier

 

 

Departmental Refunds

 

It may be necessary for departments to refund vendors or individuals for non-tuition payments received.  These are normally one-time only refunds and do not require a Supplier ID number.  If recurring refunds are anticipated, supplier should be set up in the OMNI Supplier File.

Departmental Refund Request

 

 

Payment Request Options

 

Spreadsheet Upload

Spreadsheet Upload allows departments the ability to pay similar multiple suppliers at once that don’t require an invoice (i.e. research participants, stipends, rent).

Departments can request that multiple supplier payments be processed via Microsoft Excel spreadsheet.  It requires one Payment Request Form be completed per spreadsheet.  Approved PRF and Excel files should be sent as attachments to SpreadsheetUpload@admin.fsu.edu

 

Payment Request Form

Spreadsheet Upload Template

FAQs- Spreadsheet Upload

 

ePRFs

ePRF is the Electronic Payment Request process in OMNI for allowable unencumbered payments. It replaces the paper Payment Request Form, except for wires.  The ePRF requires that information is attached to each request and is then routed to all required approvers.

 

ePRF Startup Guide

ePRF Video Tutorials

Frequently Asked Question- ePRF

How to Create an ePRF for Closed POs

 

 

Employee Cash Advance Requests

Employee Cash Advances, for non-travel purposes, are typically used for petty cash, change funds and human subject incentive payments.  Employee Cash Advances can only be requested by permanent employees (OPS students and graduate students are unable to request Employee Cash Advances). 

 

Employee Cash Advance Procedures

Employee Cash Advance Open Job Aid

Employee Cash Advance Close Job Aid

Employee Cash Advance Partial Close Job Aid

Employee Cash Advance Reduce and Partially Close Job Aid

Employee Cash Advance Replenish Job Aid

Employee Cash Advance - When a Check Needs to go to a Vendor

Adding Sponsored Research Into Workflow

Employee Cash Advance Custodian Setup Form

Permanent Employee Cash Advance Request Form

Temporary Employee Cash Advance Request Form

Employee Cash Advance Human Study Log

 

 

Wire/Foreign Supplier Payments

Foreign Entity Defined:

An entity is considered foreign if it is created or organized outside the United States. This includes entities that may have operations in the United States, but the parent company is organized outside the United States. Depending on the type of payment, all payments made to or on behalf of a foreign entity are generally subject to income tax withholding unless specifically exempted either by U.S. tax law or an income tax treaty. Generally, payments not exempt from withholding are subject to 30% federal income tax withholding, in accordance with IRS regulations. 

If the business is a foreign entity, they should not fill out the Vendor Authentication Form. Instead, they should refer to the IRS instructions and forms for foreign businesses found on the IRS website.

Consider the following, when choosing the proper W-8 form to use:

  • Form W-8BEN (use if other W-8 forms are not applicable)
  • Form W-8ECI – Applicable if the foreign entity has a trade or business in the United States
  • Form W-8IMY – Applicable if foreign entity acts in the capacity of a custodian, broker, nominee or any other person that acts as an agent for another person
  • Form W-8EXP – Applicable primarily when the foreign entity is a foreign government, foreign bank, foreign tax-exempt organization or foreign foundation

After completion of the required W-8 form: 

  • For Non-P.O. Suppliers- Have the supplier fax (850-644-8137) or mail the completed/signed applicable W-8 form to Disbursement Services at 5607 University Center A, Tallahassee, FL 32306-2391.
  • For P.O. Supplier - Have the vendor mail the original signed applicable W-8 form to Procurement Services at A1400 University Center, Tallahassee, FL 32306.

Note: The Supplier Relations team will check all the necessary resources to ensure no federal or state restrictions exist on the foreign entity before we enter them in to the University's supplier file.


 

What do I do if a foreign entity objects to FSU’s terms and conditions?

If a foreign business takes exception to any of the University’s Purchase Order terms and conditions, once a PO has been issued to them, they should immediately contact Procurement Services and relay the particular term(s) and condition(s) that they take exception to so that we can determine whether it is something the University would be willing to either waive, change or not agree to. The same goes for any U.S. Business or individual that receives a purchase order from Florida State University.

For any further questions regarding Foreign Vendors, please contact the appropriate department listed below:

  • Foreign P.O. Suppliers- Contact Procurement Services at 850-644-6850
  • Foreign Non- P.O. Suppliers- Contact Disbursement Services at 850-644-5
  • Non-Resident Aliens - Contact Payroll Services at 850-645-7261

 

 

Non-Travel Expense Reimbursements

On occasion, it may be necessary for employees to make purchases for the University using their personal funds.  They may be reimbursed by submitting a Non-Travel Expense Report in OMNI.  All reimbursements must have receipts attached prior to being sent to Accounts Payable for approval.    Approval is based on Florida State University's Expenditure Guidelines. 

 

Reimbursement Justification Form  Required for reimbursements $25 or more. 

Membership Justification Form

 

P-Card

If you have any questions related to the use of P-Cards, please contact Procurement Services for more information.

 

Unencumbered Processing Contacts

Laurel Carlson | Ph 850-645-7183 | laurel.carlson@fsu.edu
ePRF Approvals, Non-Travel Reimbursements, Departmental Refunds

Sheila Washington | Ph 850-645-7180 | srwashington@fsu.edu
Wire/ Foreign Supplier Payments

Joy Tilley | Ph 850-644-9785 | jtilley@fsu.edu
Spreadsheet Upload

Denise Winchester| Ph 850-645-6594 | dmwinchester@fsu.edu
Accounts Payable Manager