SIPA: School of International and Public Affairs at Columbia University

Types of Payments

Upon receipt of a bill or invoice from a vendor or an individual providing a service, you should hand deliver it to the Business Office for processing, or alert the Business Office if an invoice is being mailed or faxed.   The Business Office staff will assist you in processing payment/s.

For Payment to a Vendor

You must provide the following to process payments to a vendor:

• An invoice to Columbia University describing the goods or services to be provided, and an itemized price list;
• A flyer or agenda (when appropriate) describing the event;
• The vendor’s Federal Tax ID number (if not on file the W-9 form is required to pay individuals and new vendors, and the vendor should be informed that the University is tax-exempt and will provide an exemption certificate upon request. The University will not pay a vendor without this information).

For Reimbursement to Individuals

You must provide the following to process payments to individuals:

• Name of individual;
• Business purpose of the expense (e.g. flight, dinner, etc.);
• Original receipts showing payment of all expenses to be reimbursed and credit/debit card statement, if applicable ;
• W-9 form completed and signed by the individual, if not already on file;
• A flyer or agenda, where appropriate.

Please Note: The University observes all INS and IRS regulations regarding payment to nonresident aliens.  Certain visa types preclude payment of expenses, professional services, per diem, or salary.

Before committing payment to a nonresident alien, check his/her visa type and ask the Business Office if payment can be made.  To learn more: http://www.columbia.edu/cu/isso/faculty/paymentchart.html.

 

For Professional Services (lecture, meeting participant, etc.)

You must provide the following to process payment for professional services:

• Name of the individual to be paid for professional services;
• Description of the service for which payment is provided;
• W-9 form completed and signed by the recipient, if not already on file;
• Flyer or agenda, when appropriate.

Please Note: Nonresident aliens holding certain types of visas are NOT eligible to receive payment for professional services. Please check with the individual about visa type and submit a copy along with your request for payment.

 

Check Requests

Under exceptional circumstances, it may be necessary to request a check as advance payment for goods or services, or in payment to individuals non-Columbia University personnel. 

Under these exceptional circumstances, you may need to submit a check request to the Business Office staff. 

A check request is usually required under one of the following circumstances:

• If a vendor requires pre-payment and will not invoice for payment;
• If reimbursement of payments advanced by individuals unaffiliated with the University is required;
• If payment of lecturer fees to individuals unaffiliated with the University is required.

 *Check request forms are completed by Business Office staff.