How To

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How to Pay for Goods

Invoices That Can Be Paid on PCard
Use your PCard to pay for goods as allowed by your PCard profile if the vendor will accept PCards and the amount is within your spending limits.
Invoices Paid by Accounts Payable
A W‐9, or a W‐8 for a foreign individual or entity, is required for new vendor accounts and changes of name or address. If you are not sure whether there is an existing vendor account, send an email to accountspayable@brandeis.edu to ask if we have an account with a W‐9 or W‐8 on file for the vendor name and address you want to pay.

Invoices less than $5,000.00
Submit invoice to accountspayable@brandeis.edu with charge line and authorization signature. This assumes a standard invoice that includes vendor name, address, invoice number, date, list of goods purchased, and amount to pay. If these elements are not included, please also submit a Payment Request Form.

Invoices $5,000.00 or more
Submit invoice with purchase order number to accountspayable@brandeis.edu. If you do not already have a purchase order, please go to Marketplace+ to submit a requisition for a purchase order. When you receive the purchase order number, please submit the invoice with purchase order number to accountspayable@brandeis.edu. Accounts Payable does not need the requisition or the actual purchase order, only the purchase order number written on the invoice.

How to Pay for Services

Paying Employees and Students for Services
To pay a Brandeis employee for services, submit a One‐Time Payment Form to hris@brandeis.edu.

To pay a Brandeis student for services, submit a Graduate Student Payment Form to payroll@brandeis.edu. This form is used for both Graduate and Undergraduate students.
Paying Non‐Employees and Companies for Services
A W‐9, or a W‐8 for a foreign individual or entity, is required for new vendor accounts and changes of name or address. If you are not sure whether there is an existing vendor account, send an email to accountspayable@brandeis.edu to ask if we have an account with a W‐9 or W‐8 on file for the vendor name and address you want to pay.

In all cases, you may not pay or use gift cards to pay the person or company for services and then request reimbursement, because this circumvents our system of tracking payments that are reportable to the IRS.

In all cases below, if an invoice includes the vendor name, address, invoice date, description of services provided along with dates of service, and amount due, you may submit the invoice with charge line, purchase order number, or C# and approval signature, without a request form. If the Purchase Order or C# has multiple lines, please also indicate which charge line is to be used on the invoice.
Paying Companies for Services
Invoices less than $5,000.00
Submit invoice to accountspayable@brandeis.edu with charge line and authorization signature. This assumes a standard invoice that includes vendor name, address, invoice number, date, list of goods purchased, and amount to pay. If these elements are not included, please also submit a Payment Request Form.

Invoices $5,000.00 or more
Submit invoice with purchase order number to accountspayable@brandeis.edu. If you do not already have a purchase order, please go to Marketplace+ to submit a requisition for a purchase order. When you receive the purchase order number, please submit the invoice with purchase order number to accountspayable@brandeis.edu. Accounts Payable does not need the requisition or the actual purchase order, only the purchase order number written on the invoice.
Paying an Individual/Sole Proprietor for Services
Consultant payments less than $600.00
Submit a Nonemployee Payment Request along with the invoice to accountspayable@brandeis.edu.

Consultant payments of $600 - $4,999.99
Submit a Consultant Requisition and Independent Consultant Agreement to accountspayable@brandeis.edu. You will be notified when the requisition is approved and contract is signed. Then, submit a Non-Employee Payment Request along with the invoice to accountspayable@brandeis.edu.

Consultant payments of $5,000.00 - $9,999.99
Submit a Consultant Requisition and Independent Consultant Agreement and also refer to the Procurement bid requirements and sole source justification. Submit all forms to accountspayable@brandeis.edu. You will be notified when the requisition is approved, contract is signed, and C# is assigned. Then, submit invoices with C# to accountspayable@brandeis.edu.

Consultant payments of $10,000.00 - $99,999.99
Submit a Consultant Requisition and Independent Consultant Agreement which requires the signature of the Dean or Assoc. VP. Refer to the Procurement bid requirements and sole source justification. Submit all forms to accountspayable@brandeis.edu. You will be notified when the requisition is approved, contract is signed, and C# is assigned. Then, submit invoices with C# to accountspayable@brandeis.edu.

Consultant payments of $100,000.00 or more
  Submit a Consultant Requisition and Independent Consultant Agreement which requires the signature of the Dean or Assoc. VP, plus the signature of the Sr. VP or Provost. Refer to the Procurement bid requirements and sole source justification. Submit all forms to accountspayable@brandeis.edu. You will be notified when the requisition is approved, contract is signed, and C# is assigned. Then, submit invoices with C# to accountspayable@brandeis.edu.

For additional information, please contact Procurement Services.

How to Pay an Honorarium

Paying Employees and Students an Honorarium

To pay a Brandeis employee for services, submit a One‐Time Payment form to hris@brandeis.edu.

To pay a Brandeis student for services, submit a Graduate Student Payment Form to payroll@brandeis.edu. This form is used for both Graduate and Undergraduate students.

Paying Non‐employees an Honorarium
A W‐9, or a W‐8 for a foreign individual or entity, is required for new vendor accounts and changes of name or address. If you are not sure whether there is an existing vendor account, send an email to accountspayable@brandeis.edu to ask if we have an account with a W‐9 or W‐8 on file for the vendor name and address you want to pay.

In all cases, you may not pay or use gift cards to pay an honorarium and then request reimbursement, because this circumvents our system of tracking payments that are reportable to the IRS.
Paying a US Person (US Citizen or resident alien) with a SSN on a W‐9
Submit a Nonemployee Payment Request (indicate U.S. citizen on form) and documentation to accountspayable@brandeis.edu. Examples of documentation are an event flyer, schedule of events listing a speaker, or correspondence with details of the invitation. No Federal Income Tax is withheld; a 1099 may be issued after the end of the calendar year.
Paying a Foreign National with W‐8BEN and no SSN, presence in the United States
Submit a Nonemployee Payment Request (indicate visa type and work done in the US on form) and documentation to accountspayable@brandeis.edu. Examples of documentation are an event flyer, schedule of events, or correspondence with details of the invitation. Federal Income Tax of 30 percent will be withheld from the payment. (Without an SSN, no tax treaty is available; a 1042 will be issued after the end of the calendar year.)
Paying a Foreign National with W‐8BEN and no SSN, no presence in the United States
Submit a Nonemployee Payment Request (indicate visa type and work done outside the US on form) and documentation to accountspayable@brandeis.edu. Examples of documentation are an
event flyer, schedule of events, or correspondence with details of the invitation. No Federal Income Tax will be withheld from the payment and no 1042 will be issued.

How to Pay a Reimbursement

Petty Cash

Complete a Petty Cash Request form and bring it, along with receipts, to the Cashier window at
60 Turner Street. Cash payments are limited to $100.00 per person per day and receipts are required for all expenses over $25.00. The person who approved the payment cannot be the person picking up the cash. The person picking up the cash must sign the form in the presence of the Cashier.

Cashier Hours:
Monday, Wednesday, and Friday: 9 a.m. to Noon
Tuesday and Thursday: 1 p.m. to 5 p.m.

Paying Other Reimbursements
Complete an Expense Report and submit it to accountspayable@brandeis.edu along with scanned copies of the receipts. Please ensure the subject line of the email indicates you’re submitting a request for reimbursement.

How to Request Expedited Payment

Rush Request (Next Weekly Payment Run)

The regular weekly check run and direct deposit run is on Wednesday. All requests are prioritized and processed based on the date received. In urgent situations – for example, a student leaving the country or unexpected occurrences ‐‐ to request a payment on the next weekly payment run, please include RUSH in the subject line when emailing the paperwork to accountspayable@brandeis.edu, and include an explanation of why the rush is needed. We will do our best to accommodate your request. We ask that this be used sparingly, since not everything can be top priority.

Express Check (Outside of Weekly Payment Run)
In emergency situations, in order to request a check outside of the regular weekly payment cycles, the approval of the Director of Financial Operations is required. Please use the following procedure when submitting your paperwork to accountspayable@brandeis.edu:

Email Subject Line: Request Express Check

In body of email: Date check is needed and reason for express check.

Follow up with a phone call to Phil Kourmanopoulos at 6-4434 to be sure that the paperwork was received and can be processed as requested.