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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

All 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.



Cell Phone Form


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.



Fee Authorization Request Forms

The following forms are used by the project and grant specialist for authorizing payment of student registration fees.



Fellowship/Scholarship Payment Request Forms

The following forms are used for payments to U.S. citizens and resident aliens.



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.



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.



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.



Internet Reimbursement Forms & Policy

This form is for reimbursement of business-related internet service.



Mileage Reimbursement Forms

Use these forms for mileage reimbursement.



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)*



Recurring Payable Forms



Travel Reimbursement Forms

These forms are used for travel reimbursements after expense is incurred.



Vaccination Verification For Vendors/Contracted Partners Form


Void/Stop Payment Form


Foreign National Forms


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

Related Information

Project Administration Guide (Accounts Payable Section)

Project Administration Guide (Accounts Payable Section)