Forms (Accounts Payable)
Accounts Payable has various forms to assist with the numerous payment request types. In addition, each form has three versions: standard, expanded, and accessible. The standard version requires a fund and account code. The expanded version requires a fund, org, and account code. The accessible version is usable by persons with disabilities who may be using assistive technologies.
Annual Authorization Request Form
Cell Phone Form
Disbursement Request Forms
Fee Authorization Request Forms
Fellowship/Scholarship Payment Request Forms
Notice to Recipients of Scholarships and Fellowships (Citizens & Resident Aliens) Form
Hospitality Form
Independent Contractor Payment Authorization Request & Agreement Forms
Internet Reimbursement Forms & Policy
Mileage Reimbursement Request Forms
Miscellaneous Income Payment Request Forms
Recurring Payable Forms
Travel Reimbursement Forms
Vaccination Verification for Vendors/Contracted Partners Policy & Form
Void/Stop Payment Forms
Foreign National Forms
Annual Authorization Request
May be created for monthly payables that are the same amount but require a vendor invoice number to process. The monthly payment amount cannot vary from month to month. This will eliminate the creation of monthly payment authorization form and ensure timely payment.
- Annual Authorization Request (PDF Format, 121KB)*
Cell Phone Form
- Authorization for Business-Related Cell Phone Service Reimbursement (Excel Format, 20KB)*
Disbursement Request Forms
Use the forms below for vendor invoices received by the project and routed to the grant specialist and accounts payable for payment processing including: travel and miscellaneous advances, miscellaneous reimbursements, and pre-paid/non-refundable airfares.
- Disbursement Request Standard Form (Accessible Version) (PDF Format, 638KB)*
- Disbursement Request Standard Form (Excel Format, 19KB)*
- Disbursement Request Expanded Form (Accessible Version) (PDF Format, 638KB)*
- Disbursement Request Expanded Form (Excel Format, 19KB)*
Fee Authorization Request Forms
The following forms are used by the project and grant specialist for authorizing payment of student registration fees.
- Fee Authorization Standard Form (Word Format, 403KB)*
- Fee Authorization Expanded Form (Word Format, 403KB)*
Fellowship/Scholarship Payment Request Forms
The following forms are used for payments to U.S. citizens and resident aliens.
- Fellowship/Scholarship Payment Request Standard Form (PDF Format, 297KB)* (Updated 3/20/23)
If payee is a non-resident alien please use the Non-Resident Foreign National Fellowship/Scholarship Payment Request. (PDF Format, 555KB)*
Notice to Recipients of Scholarships and Fellowships (Citizens & Resident Aliens) Form
This form is completed and signed by scholarship/fellowship recipients to certify that they are responsible for any reporting of taxable income to the IRS.
- Notice to Recipients of Scholarships and Fellowships (Citizens & Resident Aliens) (Word Format, 396KB)*
If payee is a non-resident alien please use the Non-Resident Foreign National Fellowship/Scholarship Payment Request. (PDF Format, 555KB)*
Hospitality Form
Use this form to provide the individual names and affiliation of attendees; provide a specific statement of the direct or indirect benefit to University or Research Foundation.
- Hospitality Justification Form (PDF Format, 190KB)*
Independent Contractor Payment Authorization Request & Agreement Forms
The forms below are used for payments made to independent contractors. All tax information and a Vendor Information Form on file with SDSURF is needed prior to payment.
- Independent Contractor Payment Authorization Request & Agreement Standard Form (PDF Format, 434KB)*
- Independent Contractor Payment Authorization Request & Agreement Expanded Form (PDF Format, 434KB)*
- Independent Contractor Pre-Selection Checklist (PDF Format, 233KB)* (Updated 8/21/24)
Complete the above checklist to determine if payment should be made as an independent contractor or an employee.
Internet Reimbursement Forms & Policy
This form is for reimbursement of business-related internet service.
- Hybrid Schedule Internet Service Reimbursement Form (Single Rate) (PDF Format, 170KB)*
- Hybrid Schedule Internet Service Reimbursement Form (Multiple Rate) (PDF Format, 111KB)*
- Hybrid Internet Service Reimbursement Policy (PDF Format, 149KB)*
Mileage Reimbursement Forms
Use these forms for mileage reimbursement.
- Mileage Reimbursement Request 2024 Standard Form (Accessible Version) (PDF Format, 215KB)*
- Mileage Reimbursement Request 2024 Standard Form (Excel Format, 43KB)* (Updated 1/3/24)
- Mileage Reimbursement Request 2024 Expanded Form (Accessible Version) (PDF Format, 223KB)*
- Mileage Reimbursement Request 2024 Expanded Form (Excel Format, 51KB)* (Updated 1/3/24)
Miscellaneous Income Payment Request Forms
These forms are used for payment of prizes, awards, gifts, referees, coaches, umpires, judges, short-term guest lecturers, entertainers and royalties, as well as, payments (other than fellowship/scholarships) made to foreign nationals. Please Note: income may be taxable to the individual and all tax information must be provided prior to payment. U.S. citizens and U.S. vendors must have a Vendor Information Form on file with SDSURF prior to any payment. For non-U.S. Citizens please use the Foreign National Information Form (PDF Format, 365KB)*
- Miscellaneous Income Payment Request (including instructions) Standard Form (PDF Format, 187KB)*
- Miscellaneous Income Payment Request (including instructions) Expanded Form (PDF Format, 209KB)*
Recurring Payable Forms
- Recurring Payable Addendum (PDF Format, 215KB)* (Updated 9/6/23)
Travel Reimbursement Forms
These forms are used for travel reimbursements after expense is incurred.
- Travel Reimbursement Instructions (Word Format, 395KB)*
- Travel Reimbursement Request 2024 Standard Form (Excel Format, 41KB)* (Updated 1/3/24)
- Travel Reimbursement Request 2023 Standard Form (Excel Format, 41KB)* (Updated 1/5/23)
- Travel Reimbursement Request 2024 Month Standard Form (Excel Format, 50KB)* (Updated 1/3/24)
- Travel Reimbursement Request 2023 Month Standard Form (Excel Format, 50KB)* (Updated 7/31/23)
- Travel Reimbursement Request 2024 Expanded Form (Excel Format, 41KB)* (Updated 1/3/24)
- Travel Reimbursement Request 2023 Expanded Form (Excel Format, 41KB)* (Updated 1/5/23)
- Travel Roster (Word Format, 408KB)*
Complete and return with a Travel Reimbursement Request when submitting a travel reimbursement claim issued to an individual who is paying travel expenses on behalf of multiple travelers. - Foreign National Travel Reimbursement Supplement (Word Format, 393KB)*
Vaccination Verification For Vendors/Contracted Partners Form
- Vaccination Requirement Policy For Contracted Vendors (PDF Format, 131KB)*
- Vaccination Verification For Vendors/Contracted Partners Form (PDF Format, 166KB)*
Void/Stop Payment Form
- Void/Stop Payment Form (PDF Format, 605KB)*
Foreign National Forms
- Non-Resident Foreign National Fellowship/Scholarship Payment Request Form (PDF Format, 555KB)*
To be used for payments to non-resident foreign nationals. - Notice to Recipients of Scholarships and Fellowships (Non-resident Foreign Nationals Only) (Word Format, 398KB)*
This form must be completed and signed by scholarship/fellowship recipient to certify that the individual is responsible for any reporting of taxable income to the IRS. This form is only for Non-Resident Foreign Nationals. - W-8BEN Certification of Foreign Status of Beneficial Owner for United States Tax Withholding (PDF Format, 320KB)*
To be completed by foreign nationals for any payments made to establish that the nonresident foreign national is not a US Citizen. - W-8BEN Instructions (PDF Format, 190KB)*
- W-8BEN-E Certification of Status of Beneficial Owner for United States Tax Withholding (Entities) (PDF Format, 320KB)*
- W-8BEN-E Instructions (PDF Format, 190KB)*
- W-9 Request for Taxpayer Identification Number and Certification (PDF Format, 342KB)*
- 8233 Exception from Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual (PDF Format, 267KB)*
- 8233 Instructions (PDF Format, 158KB)*
All Forms
*Note: Documents in Portable Document format (PDF) require Adobe Acrobat Reader 9.0 or higher to view. Download Adobe Acrobat Reader
*Note: Documents in Word format (DOC) require Microsoft Viewer. Download Microsoft Word Viewer
*Note: Documents in Excel format (XLS) require Microsoft Viewer. Download Microsoft Excel Viewer