The Payment Request form is used for processing vendor invoices, reimbursements to employees, out of pocket travel expenses, payments for honoraria or services performed by invited guests and replenishing departmental reimbursement funds.
It should not be used when an online requisition has been completed for the purchase.

Public Purpose Statement
The allocation of university funds, no matter what their source, is required to benefit of the overall UNI community.
Cases are subject to review on an individual basis. Purchases should meet all three of the following requirements:

• Benefits the university as a whole.

• Directly relates to functions of the university.

• Does not benefit private interest as its primary objective.

Process Flow:

In Service Hub, go to the Business Operations portal and select “Payment Request”.

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Business Operations Landing Page

Summary: In the “Summary” field enter a brief summary of the payment you are requesting.
This summary should be brief but provide information that allows you to search and recall the payment at a later time. This field is designed to be for your use.

Attachment: Attachments are required and should include the invoice at minimum.

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Payment Information:

1. Type of Payment: Choose the type of payment that needs to be issued.

   1. Purchase Order (PO) Invoice - for invoices you receive on purchase orders previously created.  The PO# and a copy of the invoice is required.

   2. Invoices without PO - for invoices you receive on goods or services when a PO was not created. A copy of the invoice is required.

   3. Employee Reimbursement - for reimbursements to employees for items including safety shoes and moving reimbursements. Receipts are required for reimbursement.

   4. Refund - for tort claims and one-time refunds. Payee name and address are required.

   5. Business Purpose/Justification: Please detail the payment and the business justification for the payment. 

2. Invoice Amount:  Provide the total amount from the invoice.

3. Date Goods Received: Provide the date you received the good or service.

4. Service Term: Provide the service term dates for any maintenance contracts or renewals, if applicable.
   

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Enter Worktags:

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1. Grant Payment: Select “Grants” if you are using a Grant for the payment.

   1. Choose the active grant from the dropdown.

   2. Enter the dollar amount applied to the Grant.

   3. If you are splitting the cost, please select “Click for Additional Fund” and enter the next funding source.
      You will have the option to enter up to 3 funding sources in the form. 
      If you have more than 3 funding sources, you will need to enter the first funding source in the form and then attach a spreadsheet with the additional funding sources.

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     2. All Others: 

1.  

   1. Choose the appropriate Cost Center, Fund and Functional Classification (required). 

   2. Please provide additional information in the appropriate fields (not required but available for your use). Work Order# is specific to Payments made by Facilities staff.

   3. Enter the dollar amount for this funding source.

   4. If you are splitting the cost, please select “Click for Additional Fund” and enter the next funding source.
      You will have the option to enter up to 3 funding sources in the form. 
      If you have more than 3 funding sources, you will need to enter the first funding source in the form and then attach a spreadsheet with the additional funding sources.

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Special Instructions: Please choose the appropriate instruction, if applicable.  If standard payment, leave blank.

Hold for Pickup - the check will be picked up at the Cashiers office
Remittance - remittance details will accompany the mailed payment
Wire Transfer - for payments to international vendors
Auto Draw - for payments made to vendors when payment has already been deducted from our bank account prior to payment request creation

Note: The Attachment is what the Hub staff will use to pay the supplier. Please be sure that the invoice is provided. 

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Additional Information: Please include any additional comments or notes to help pay the invoice. If nothing additional to add, leave blank.

Click “Create”.  

What Happens Next…

After you create a ticket the OBO Hub team will review your payment request and follow up with you on any outstanding questions.
When the request is ready the Hub team will enter an invoice into Workday or complete a credit card transaction for the request.
Users will be informed of the resolution and supplier invoice numbers will be added to the Service hub ticket so you can track the progress.