Payment Processing

The e-Payables section of this website contains all information related to submitting payment requests to Accounts Payable. This section of the website will be retired in June 2024.

General Payments

Forms	PETTY CASH REIMBURSEMENT Must be included with all payment requests to reimburse departmental petty cash. PETTY CASH REIMBURSEMENT SUPPLEMENTAL FORM May be included with all payment requests to reimburse departmental petty cash as needed. PEDACKN Form that must be completed by independent contractors within 30 days of the start of their service to the university.
Definition of a remittance address	A remittance address is a specified physical destination for sending payment. The remittance address must be listed on a vendors invoice or contract, and that remittance address must match a remittance address the vendor shared with ��ϲ�� via PaymentWorks. Note: A vendor can have multiple remittance addresses. A remittance address optionally may have ACH (direct deposit) information assigned to it. A physical remittance address is required regardless if the vendor has ACH information on file. Purchase Order (Procurement) and Corporate addresses may match remittance addresses but are not required to. The invoice or contract is considered the authoritative document of record.
Definition of an Invoice	An invoice is a vendor-supplied billing document that details a purchase. Characteristics of acceptable invoices: Billed to ��ϲ�� Invoice number (preferred) Invoice date Itemization of items/services purchased (what are we paying for and what is the per item cost) Invoice total (must match total on payment request; KSU does not shortpay or overpay invoices) Remittance information (must have vendor's name and remittance address)
Payment Methods	The Payment Method Matrix describes how to submit a PO invoice for payment, as well as when a payment should be made by P-Card, submitted on a Payment Request Form, or submitted on a Wire Request Form.
Commodity Codes	Procurement manages the commodity code list and provides a list of the codes on its website.

Independent Contractors

General Overview

Human Resources oversees the Independent Contractor review process. Please refer to the Human Resources Independent Contractor page for questions regarding independent contractors. For further questions, contact a member of the Compensation team at compensation@kent.edu or 330-672-2100.

All vendors, including independent contractors, must onboard via the university's secure vendor portal, PaymentWorks. More information about PaymentWorks, including instructional guides, can be found on the PaymentWorks Vendor Management page.
To comply with State of Ohio Senate Bill 343 Sec. 145.038, the OPERS Independent Contractor Acknowledgement (PEDACKN) (pdf) must be completed and signed within 30 days of the independent contractor's start of service.

Payment Requests for Independent Contractors

Once the services have been rendered and it is time to pay the independent contractor, consult Appendix A - Payment Request Documentation Guidelines to determine what must be attached to the request via the e-Payables system. Appendix A is found in the E-Payables section of this website.

Compensating Research Subjects

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Procedures for Compensating Research Subjects	This document clarifies the University's procedures for distributing incentives or compensation to human participants engaged in research protocols approved by the ��ϲ�� Institutional Review Board (IRB)
Related Forms	Compensation of Research Subjects - Table (pdf) Gift Card and Certificate Reconciliation log (xls) RPR-1 (pdf) RPR-2 (pdf)
Questions	Questions regarding the process for making payments to research payments may be directed to AP at apcustomerservice@kent.edu or x22607. Questions regarding the tax issues involved in compensating research participants may be directed to the Tax Manager at tax@kent.edu or x28622. Questions regarding the Institutional Review Board may be directed to the Office of Research Compliance at x22704.

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