The Payment Request form is available on the SCM Forms page.

Carefully review the online instructions before completing the form.

When completing the form, the requester should confirm the chart string and natural account with their department financial staff.  Suggested natural accounts are listed below for the various categories.

NOTES: 

• The Candex punchout catalog can be used to make payments for honoraria and research participants, streamlining the payment process and bypassing the need for the Payment Request document.
• Most of the payments require that the payee is in Aggie Enterprise. If they are not, the department will need to invite them to create a record in PaymentWorks. Once the record is approved, the Payment Request can be completed.
• In some cases, a Travel Card or Procurement Card may be appropriate, in lieu of completing the Payment Request document.   The situations where a card can be used are listed below for the applicable categories.  Using a credit card is preferable when the supplier accepts that type of payment.
• Any third-party shipper (DHL, FedEx, or UPS) payments are to be processed in the UC Davis shipping system, AggieShip, and not on the Payment Request document.

Appropriate documentation is required, such as an invoice or bill showing the specific charges.  

Agency Fund

• The Agency Fund payment category is used to request payment from an Agency Fund account. Please review policy PPM 330-09 for additional information about using Agency Funds. 
• Suggested Natural Account: 101002

Casual Farm Labor

• The Casual Farm Labor payment category is used for making direct payments to casual farm laborers, typically hourly and/or non-contractual workers.
• This payment category is not to be used for independent contractors. 
• Disbursements of $600 or more per calendar year to the same individual are considered taxable income and reportable on a 1099 tax form. 
• Individuals must be set up as a supplier and complete a I-9 or W-9 form before payment can be processed. 
• Suggested Natural Account: 530102

Communication and Data Services

• The Communications and Data Services payment category is used to pay suppliers for invoices related to land-line telephone, cellular, internet, or cable television services, when the bill is in the name of the university or a department.
• This payment category is not be used for the purchase of equipment. NOTE: Communications Resources is the preferred source for cell phone purchases and service. 
• A Procurement Card can also be used to pay a supplier for cell phone service.
• Suggested Natural Account: 534200

Employee Reimbursement

• Employee reimbursements are generally not processed on the Payment Request document, but as Professional Expense reimbursements in AggieExpense.
• Employee Reimbursements include students who are employed at UC Davis.  Students who are not also UC Davis employees are to be reimbursed following the student reimbursement process.
• Contact aphelp@ucdavis.edu if you believe you have a need to process this type of request on the Payment Request form.
• Suggested Natural Account: Varies, based on what is being reimbursed

Entertainment Expense 

• The Entertainment Expense payment category is used to pay a supplier for an entertainment-related expense when that supplier does not accept payment by credit card. 
• For entertainment-related expenses, a supplier that accepts credit cards should be paid with a UC Davis Travel Card.
• The following policies should be reviewed for compliance: 
  • http://policy.ucop.edu/doc/3420364/BFB-BUS-79
  • https://ucdavispolicy.ellucid.com/documents/view/453
  • https://ucdavispolicy.ellucid.com/documents/view/249
• Suggested Natural Account:
  • 536400 (no alcohol)
  • 536401 (with alcohol)

Copyright, Regulatory, Bank/License Fees

• The Copyright, Regulatory, and Licensing payment category is used when requesting a payment for a fee or license expense. These expenses are not to be confused with Memberships or Professional Licenses.
• Only payments to suppliers (not employee reimbursements) should be processed with this payment category.
• A Procurement Card can also be used to pay for these fees.
• Examples include:
  • Copyright fees, including use and scan fees for art/photos
  • Building or use permit fees
  • Disposal fees
  • One-time licensing fees paid to regulatory agencies
  • Regulatory fees to foreign countries to allow researchers to visit and work there
  • Pseudo-government accreditation fees, on behalf of departments or programs 
  • Royalty payments, if not covered by an existing Purchase Order (PO)
  • Miscellaneous tax agency payments, such as property tax 
• Suggested Natural Account: 530701

Fellowship Stipend

• The Fellowship Stipend category is used for payments that support an individual's pursuit of their studies or related research and can include stipends for living expenses while participating in a scholarly/research activity.
• This category also includes payments for participation under the specific terms of a sponsored agreement, awards, or prizes to individuals in recognition of charitable, scientific, educational, artistic, literary or civic achievement, or as the result of the participant entering or being entered in a contest or being selected for the prize based on his/her actions.
• Additional conditions:
  • Payments for currently enrolled UC students must go through Financial Aid and be paid through Banner. 
  • Non-UCD students and former UCD students are eligible for Fellowship Stipends.
  • Fellowship Stipends are considered reportable income to the recipient.
• Suggested Natural Accounts:
  • 511001 (Grad fellowship non-resident)
  • 511000 (Grad fellowship)
  • 510007 (Undergrad fellowship)

Freight

• This category has been removed from the Payment Request.
• Outbound shipments are to be processed in AggieShip.   Learn more about AggieShip.  
• A Procurement Card can also be used to pay for freight, but AggieShip is the preferable method, as using it ensures that the university is getting the best shipping rates.
• Inbound freight charges incurred when purchasing goods are processed on an Aggie Enterprise Requisition or at the time of payment on an Invoice document by the central Accounts Payable (AP) team.

Gifts and Donations

• The Gifts and Donations category is used for cash gifts or donations paid to non-profits in accordance with policy PPM 260-45 and non-cash gifts purchased on behalf of employees in accordance with policy PPM 380-50.
• Add a concise explanation of how the donation supports the UC Mission.  
• Attach a signed transmittal letter (sample) as a remittance attachment. This letter must be on UC Davis letterhead and signed by the department head or chair. It will be sent to the payee, and should explain why the donation is being made to them. An invoice from the payee is not sufficient.
• Suggested Natural Account:
  • 536300 (non-employee gift)
  • 536200 (employee gift)

Honoraria (Non-Employee) 

• The Honoraria category is used for nominal, non-negotiated payments to individuals (NOT UC employees) for participation in a scholarly or academic event benefiting the mission of the University.  
• The best practice is to pay honoraria via the Candex process, unless the payment will exceed $1500 a year to a single payee or if the payee is to be paid in non-US currency.
• If using the Payment Request document, the payee must be set up as a supplier before payment can be processed. 
• NOTE: Honoraria for UC employees must be paid through UC Path as a one-time payment and are not requested through the Payment Request form. Employee Honoraria requests are submitted through AggieService.
• Suggested Natural Account: 536600

Human Subject 

• This category is for payment to a participant in a university research project. 
• The best practice is to pay human subject (research participants) via the Candex process, unless the payment will exceed $1500 a year to a single payee or if the payee is to be paid in non-US currency.
• If using the Payment Request document, the payee must be set up as a supplier before payment can be processed. 
• Suggested Natural Account: 530103

Immigration Visa Fee Processing

• The Immigration Visa Fee category is used to make payments to suppliers for visa fees. A supplier invoice is required to be attached. Please see the Services for International Students and Scholars website for additional information. The recommended procedure is to pay the supplier directly.
• If an employee has legal fees related to approved immigration or citizenship status, this category should be used for the reimbursement. 
• Proof of payment, complete business explanation, and approval from the department head or dean is required for a reimbursement.  Additionally, there are potential income tax implications based on the nature of the reimbursement.
• Suggested Natural Account: 530701

Insurance Payments

• The Insurance Payments category is used to pay health and life insurance premiums not covered by the university's self-insurance program and deductibles, or other reimbursements according to current insurance policies.
• A Procurement Card can also be used to pay for insurance payments.
• Suggested Natural Account:
  • 507100 (Life insurance)
  • 507002 (Health insurance)

Professional Membership Dues

• The Membership category is used to pay suppliers for professional membership dues and fees. All payments must be made in accordance with policy PPM 330-75.
• A Procurement Card can also be used to pay suppliers for membership dues.
• Employee reimbursements for professional membership fees are processed on Professional Expense reports in AggieExpense. Only membership payments to suppliers should be processed on the Payment Request form.
• Additional requirements for this type of payment:
  • Brief explanation indicating why the payment of fees is deemed necessary or beneficial to the university or member
  • Memberships must be signed by the Dean, Chair, or Vice Chancellor
• Required Documentation: Membership Form from the supplier and appropriate signed approval
• Suggested Natural Account: 522600

Professional Certifications and Licenses

• The Professional Certifications and Licenses category is used to pay suppliers for licensing, certification, and professional education assistance fees that are paid on behalf of an individual for a valid business reason.
• A Procurement Card can also be used to pay a supplier for these types of payments.
• Employee reimbursements for professional certifications and licenses are processed on Professional Expense reports in AggieExpense. Only supplier payment requests should be processed on the Payment Request form for the Professional Certifications and Licenses category.
• Examples include:
  • Certification testing fees (CPA exam fees, medical board costs, etc.)
  • Individual licensing fees (drivers license, medical facility access licenses, water treatment operator license, etc.)
  • Fingerprint tests
  • Self-assessment examination fees for online testing
• Required Documentation: Appropriate supplier invoice or supporting backup
• Suggested Natural Account: 531100

Petty Cash

• The Petty Cash category is used for replenishment of petty cash accounts in accordance with policy PPM 330-45.
• Employees must be set up as a payee outside of the PaymentWorks process. Contact the Supplier Team at vendordesk@ucdavis.edu for assistance.
• NOTE: Petty Cash request is not to exceed $200 and cannot exceed $100 per transaction with any one vendor in a single day.
• Required Documentation: Appropriate receipt backup
• Suggested Natural Account: 539590

Refund (to Employees, Students, and Suppliers)

• The Refund category is used to issue a refund, such as a key deposit refund.  A refund assumes that the university has collected monies and is now paying them back.
• For refunds to employees, students, and suppliers (without a supplier number in Aggie Enterprise), use the Supplier number 1000001.
  • Payee Name should be entered as “REFUND – PAYEE NAME” (e.g., REFUND - Joe Smith).
  • Remit address is to be entered in the Additional Information field.
  • If a supplier is already set up in Aggie Enterprise, use that number in lieu of the Supplier number 1000001.
• Required Documentation: Proof of original payment to the university
• Suggested Natural Account: Varies, based on reason for refund

Registration

• The Registration category is used for registration fees paid directly to a supplier for training events, conferences, or online classes, to supplier who do not accept payment by credit card.
• The Travel Card should be used to pay conference/registration fees to a supplier whenever possible.  
• Employee reimbursements for a registration expense are processed on Professional Expense reports in AggieExpense. Only supplier payments should be processed on the Payment Request form for registrations.
• Suggested Natural Account: 536700

Registered Student Organization

• The Registered Student Organization category is used to issue payments from a department to a student organization. The student organization must be registered with the Center for Student Involvement.
• To utilize this category, the Registered Student Organization (RSO) should be set up as a supplier. The department that will be paying the RSO must invite the organization to set up an account in PaymentWorks. Proof of the registered organization status should be attached to the PaymentWorks documentation. 
• Required Documentation: Add appropriate supporting backup
• Suggested Natural Account: 770006

Regulated Utility Services

• The Regulated Utility Services category is used to pay suppliers that won't accept the Procurement Card for regulated utility invoices.  The most common examples include recurring electricity, gas, water/sewer, and garbage service fees. The invoice from the utility provider should be included as a supporting attachment.  
• Restrictions: This category should not be used for payments to telephone, cellular, or internet providers. It should not be used for solar energy purchases. It should not be used for rentals or one-time purchases of disposal services, such as dumpsters.
• In general, the Procurement Card should be used for payment of utilities.
• Suggested Natural Accounts:
  • 550300 (Water and sewer)
  • 550200 (Electricity)
  • 770000 (Refuse disposal)

Sales Tax

• This option is usually selected if a supplier is billing for sales tax only.  This could be due to:
  • a mistake with the a previous invoice in terms of the sales tax calculated. This could also be due to an error with how the Purchase Order (PO) was set up.
  • the university accruing use tax rather than paying the supplier the sales tax on a previous invoice.
• Suggested Natural Accounts: Varies, based on reason for tax

Subcontractor Advance Payment

• The Subcontractor Advance Payment category is used to pay sub-recipients of awards in advance of the work being performed. This payment type will also require Contracts and Grants Accounting approval prior to disbursement.
• Required Documentation: Appropriate supporting backup, including agreement number
• Suggested Natural Accounts:
  • 533100 (at or over $25K)
  • 533000 (under $25K)

Student Fellowship Expense Reimbursement

• The Student Fellowship Expense Reimbursement category is used for disbursements to students to reimburse out-of-pocket expenses related to authorized fellowship or grant expenses. This option is limited to active UC Davis students only.
• Receipts showing proof of payment and grant or fellowship documentation showing authorization of expenses are required. If student is also an employee, use their employee ID. 
• Reimbursements to non-employee students for other types of purchases made on behalf of the university should be processed using the Student Reimbursement category.
• Required Documentation: Proof of purchase and payment and documentation justifying that expenses are allowed by grant/fellowship
• Suggested Natural Accounts:
  • 511001 (Grad fellowship non-resident)
  • 511000 (Grad fellowship)
  • 510007 (Undergrad fellowship)

Student Reimbursement

• Follow the instructions for supplier reimbursements for any student reimbursements, where the student is not also a UC Davis employee.
• If the payment is for a refund to a student, please follow the refund instructions.

Travel Expense

• The Travel Expense category is generally used when a supplier bills the university directly for travel-related expenses. In this case, this category is used to process a payment directly to the supplier, not to an employee or non-employee traveler. Travel expense reimbursements must be in accordance with policies BFB G28 and BFB G13 and other applicable policies listed on the UC Davis Travel website. 
• For travel-related expenses, a supplier that accepts credit cards should be paid with a UC Davis Travel Card.
• Required Documentation: Appropriate supporting backup, including receipts, attendee lists, etc.
• Natural Accounts: 
  • 536005 In State Travel Expense
  • 536004 In State Meals Incidentals
  • 536002 In State Lodging
  • 536003 In State Transportation
  • 536001 In State Airfare
  • 536700 Conference and Registration Fees
  • 536015 Out of State Travel Expense
  • 536014 Out of State Meals Incidentals
  • 536012 Out of State Lodging
  • 536013 Out of State Transportation
  • 536011 Out of State Airfare
  • 536025 International Travel Expense
  • 536024 International Meals Incidentals
  • 536022 International Lodging
  • 536023 International Transportation
  • 536021 International Airfare