What Forms and Certifications are Needed For a Payment Request (ePRF)?
Several payment types listed here also appear on the Allowable Non-PO Disbursements page. This section explains why certain forms and certifications are required and when they must be included with a Payment Request (ePRF).
The guidance provided in this section supports smooth and efficient payment processing, helps ensure the correct documentation is submitted upfront, and promotes compliance with university policies and legal requirements.
Form Purposes and Use
Use this section as a practical reference to ensure payment requests are submitted correctly and efficiently, reducing the likelihood of processing delays.
Note on Memberships:
- The Certification of Payment with Public Funds form is required for membership fees.
- Departments should attempt to procure institutional or university memberships whenever possible.
- Annual individual memberships are allowed; requests for multi-year individual memberships will not be approved.
| Form/Certification | Purpose/Why Needed | Payment Types/When to Use | Notes/Department Instructions |
|---|---|---|---|
| Supplier Certification of Public Funds | Confirms that university funds are being used appropriately and in compliance with policy | Membership fees (annual individual memberships only) | Departments should attempt to procure institutional or university memberships first. Multi-year individual memberships will not be approved. Certification should be sent directly to Accounts Payable for review and to update the Supplier Certification Tracker. Certifications are valid for 5 years; make sure to verify the spreadsheet before submitting. |
| University Membership Justification | Provides the reason(s) that the membership benefits the university | Membership fees, professional organization memberships | Required when membership supports university business or professional development. Attach to the ePRF. |
| Wire Payment Request | Ensures compliance with international payment regulations, supplier verification, and tax requirements | Payments to non-U.S. suppliers | Departments should send directly to Accounts Payable at CTL-AccountsPayable@fsu.edu for processing. Note: Foreign suppliers may not accept US checks, so an ePRF is not the best payment method. |
| Honoraria | One-time payment to recognize special, non-recurring activities by an individual (e.g., guest lectures, panels) | Honoraria | See full guidance on the Honorarium Payments page for detailed requirements, examples, and nominal payment limits. |
| Peer Review and Research Board Payments | Payment to individuals providing expert evaluation or advisory services on scholarly work, degree programs, or committee/board activities | Peer review/research board payments | See full guidance on the Peer Review and Research Board Payments page for detailed requirements and recurring payment guidance. |
| Approval from General Counsel | Confirms legal review and authorization for payments involving risk or special circumstances | Legal services, certain contracts, leases/rentals | Required before submitting your ePRF |
| VP or Division Approval | Provides high-level authorization for unusual or high-dollar payments | Settlement agreements, large or non-standard, unencumbered payments | Required before submitting your ePRF |
| Other Supporting Documentation | Additional justification is requested by Accounts Payable to support the payment | Payments not listed or requiring special review | Examples include proof of eligibility for specific programs, agreements, or contracts |
Department-Friendly Tips
- Check the spreadsheet first: For membership certifications, verify the Supplier Certification Tracker to see if a current certification already exists.
- Send forms directly to Accounts Payable when required: Some forms, like the Supplier Certification of Public Funds and Wire Payment Request Form, must be sent to Accounts Payable instead of being attached to the ePRF.
- Certifications expire: Membership certifications are valid for 5 years; check before submitting.
- Avoid delays: Missing forms or incorrect routing are the most common causes of processing delays.
- Multiple forms may apply: Some payments require more than one certification or approval.
Updated 8/26/26
