Payment Requests

The Business Office assists departments with processing payment requests for vendors/suppliers, and individuals. Before submitting a payment request:

  • Confirm the vendor has an active profile in ARC (Accounting and Reporting at Columbia), the University’s financial system.
  • For new vendors, follow the instructions on the Vendor Onboarding webpage to submit a vendor request before engaging the vendor.

Payment eligibility for foreign individuals or non-resident aliens is determined by immigration status, in accordance with tax and immigration regulations. Adhering to these regulations is essential. Please review the chart of Allowable Payments by Visa Type and verify the individual’s eligibility before extending an invitation or promising payment.

Payment Requests

An invoice is submitted by a vendor to request payment for goods or services provided to a Columbia University department. All invoices are reviewed for compliance with University policies and Accounts Payable procedures: Invoice Requirements

Goods/Services Prerequisites:

Depending on the type of goods or services, certain requirements must be completed before work begins or payment is requested. These may include:

Request Invoice Payment

To request an invoice payment, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Coversheet.
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form:
    a. Invoice: Official invoice from the vendor.
    b. Proof of Event: Event flyer, agenda, or email invitation that justifies the event or activity.
    c. Contract/Agreement (if applicable): Fully executed contract or agreement.
    d. Foreign Vendor (if applicable): Oanda Currency Conversion.
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    [PaymentReason] [YYYY-MM-DD] [VendorName] [Amount]*
    For example: Invoice 2025-12-03 Jamie Santorini $3,500.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.


*If multiple invoices are submitted on the same day for the same vendor and amount, please use Invoice-01, Invoice-02, etc., to avoid duplicate files.

Request Fellowship/Scholarship/Stipend

Columbia Law provides scholarships to help cover tuition costs, fellowships that fund public interest projects or academic research, and stipends to support living expenses. These funding opportunities are available to students when they enter the program, while they are studying, and after graduation. To request a fellowship, scholarship, or stipend for a qualified individual, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Coversheet.
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Fellowship/Scholarship/Stipend Letter: Official letter on department letterhead, addressed to the payee, including the amount of the fellowship, scholarship, or stipend, and signature of department authority.
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    [PaymentReason] [YYYY-MM-DD] [VendorName] [Amount]
    For example: Fellowship 2025-12-03 Jamie Santorini $3,500.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Request International Guest Reimbursement

Payment eligibility for non-resident aliens is determined by immigration status, in accordance with tax and immigration regulations. Adhering to these regulations is essential. Please review the chart of Allowable Payments by Visa Type and verify the recipient's eligibility before extending an invitation or promising payment.

To request reimbursement for out-of-pocket expenses incurred by an international guest while visiting the University, including travel, lodging, meals, or other approved costs, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Coversheet.
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Proof of Event: Event flyer, agenda, or email invitation that justifies the event or activity.
    b. Non-Employee Expense Worksheet: List expenses in chronological order. 
    c. Itemized Receipts and Proof of Payment
    d. OANDA Currency Conversion: Convert foreign expenses to US Dollars (USD).
    e. Missing Receipt Worksheet (if applicable): Certify that all expenses were reasonable and incurred in accordance with University policy.
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    [PaymentReason] [YYYY-MM-DD] [VendorName] [Amount]
    For example: Invoice 2025-12-03 Jamie Santorini $3,500.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Request LRAP Payment

The Loan Repayment Assistance Program (LRAP) is administered by the Office of Financial Aid. LRAP payment requests are submitted only by the Office of Financial Aid. To request an LRAP payment for a qualified individual, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Coversheet.
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form.
    a. LRAP Letter: An official letter or memo issued by Financial Aid, addressed to the payee, including: amount of the payment, full name of the employer, payment period dates, and signature of department authority.
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    [PaymentReason] [YYYY-MM-DD] [VendorName] [Amount]
    For example: LRAP 2025-12-03 Jamie Santorini $3,500.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Request Refund Payment

Return of funds resulting from overpayment, cancellation, or other credits owed to the original payee. To request a refund for a qualified individual, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Coversheet.
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Payment Confirmation: Confirmation of the payment previously issued to the payee by Columbia Law School.
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    [PaymentReason] [YYYY-MM-DD] [VendorName] [Amount]
    For example: Refund 2025-12-03 Jamie Santorini $3,500.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Candex

Payment Process
  1. Submission — The department submits the Candex request to the Business Office.
  2. Review — The Business Office reviews for completeness, reaching out to the department contact with any questions.
  3. Processing — Once verified, the request is submitted through Candex for financial approval and Accounts Payable audit.
  4. Payment — The payee receives payment via Candex from Columbia University and must register with Candex to claim it.

For more information on Candex payments and how to check payment status, please visit: Receiving a Columbia University Payment via Candex

Request Prize/Award

Prizes and award payments are submitted electronically to the Business Office and processed through Candex in the CU Marketplace. To request a prize or award payment, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Candex Prize/Award Form. 
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Prize/Award Letter: On official department letterhead.
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    Candex Prize-Award [YYYY-MM-DD] [RecipientName] [Amount].
    For example: Candex Prize-Award 2025-12-03 Jamie Santorini $250.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.
Purpose and Eligibility

An honorarium is a token of appreciation for individuals participating in University-sponsored activities, such as guest lectures or symposiums. Honoraria are paid to external individuals — not University students, employees, or those under contract with the University — and are considered taxable income subject to IRS reporting and withholding requirements.

For non-resident aliens, eligibility is determined by immigration status. Verify the recipient's eligibility via the Allowable Payments by Visa Type chart before extending an invitation or promising payment. See also: Columbia's Honoraria Policy

Threshold and Exceptions

The standard honorarium is $250. Any amount above this or exceptions to guidelines require prior approval from the Business Office ([email protected]).

Request Honoraria 

Honoraria payments are submitted electronically to the Business Office and processed through Candex in the CU Marketplace. To request an honoraria payment, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Candex Honoraria Form. 
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Honoraria Letter: On official department letterhead.
    b. Proof of Event: Event flyer, agenda, or email invitation that justifies the event or activity.
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    Candex Honoraria [YYYY-MM-DD] [RecipientName] [Amount].
    For example: Candex Honoraria 2025-12-03 Jamie Santorini $250.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Request Honoraria and Expense Reimbursement

Honoraria-related expense reimbursements must follow the University's Travel Expense Policy. Only travel and business expenses that meet the policy can be reimbursed. Alcohol, first-class or business-class airfare, and expenses over policy limits will not be reimbursed. To follow University guidelines, please book economy/coach airfare through Concur Travel.

Please note: To be eligible, expense reimbursements must be submitted in the same request as the honoraria.

Steps for Submission:
  1. Download and complete the Candex Honoraria Form. 
    View a sample of the form here
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Honoraria Letter: On official department letterhead.
    b. Proof of Event: Event flyer, agenda, or email invitation that justifies the event or activity.
    c. Itemized Receipts and Proof of Payment
    d. OANDA Currency Conversion: Convert foreign expenses to US Dollars (USD). 
  3. ​​Save the document as a ​single PDF​ using the following naming format:
    Candex Honoraria [YYYY-MM-DD] [RecipientName] [Amount].
    For example: Candex Honoraria 2025-12-03 Jamie Santorini $250.00
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Columbia University: Vendors with questions or who have not received a copy of their tax forms (W2, 1099M, 1099R, 1042S Only) should submit a Tax Form Inquiry or contact the Finance Service Center at 212‑854‑2122.

Candex: 1099‑NEC forms are issued to vendors for payments processed through the Candex platform, typically for honoraria or prizes and awards. For questions, contact Candex support directly.

To request an internal transfer or journal voucher, email [email protected] with the subject line: Internal Transfer/Journal Voucher. In the email, include an explanation of how the expenses should be reallocated and attach the following documents for review:

  1. Cost Transfer Justification Form explaining the extenuating circumstances for reallocating the expense
  2. Trial Balance by Account Detail Report highlighting the row of the expense

Once the vendor has completed their PaymentWorks registration and their profile is current, payments are generally processed within 30 days of the Business Office receiving the request. To check the status of a payment, email [email protected] with the subject line Payment Status - Vendor Name and include:

  1. Date submitted to the Business Office
  2. Vendor/payee name
  3. Invoice number
  4. Amount due