Payment Requests

The Business Office assists departments with processing payment requests for vendors, suppliers, and individuals engaging with Columbia Law School. Before submitting a request, ensure the vendor has an active profile in Accounting and Reporting at Columbia (ARC), the University’s financial system. Instructions for submitting a new vendor request are available on the Vendors & Suppliers site. 

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.

ARC Payment Requests

Request for Invoice Payment

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 and 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:

  • Purchase Order: Required for certain goods and services. Submit a request
  • Contract/Agreement: Required for goods/services that need a fully executed contract. Submit for signature
     

Foreign Vendor Requirements:

  • Wire Request: If the vendor is registered for wire payments, include a Wire Request Form with your payment request to enable the University to transfer funds to the foreign bank account.
  • Foreign Currency: Use the Oanda Currency Converter to convert invoices in foreign currency to US Dollars (USD) and include a printout with your payment request.
     

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

Steps for Submission:
  1. Download and complete the Cover Sheet.
  2. Attach relevant supporting documentation before digitally signing the form:
    a. Invoice: On official department letterhead.
    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): Wire Request Form and/or Oanda Currency Conversion.
  3. Save the document as a PDF, following the standard naming format.
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Request a 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 Cover Sheet.
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Check Request: Create a PDF document.
    b. 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 PDF, following the standard naming format.
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Request to Reimburse an International Guest

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 Cover Sheet.
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Wire Request Form: Create a PDF document.
    b. Proof of Event: Event flyer, agenda, or email invitation that justifies the event or activity.
    c. Non-Employee Expense Worksheet: List expenses in chronological order. 
    d. Itemized Receipts and Proof of Payment
    e. OANDA Currency Conversion: Convert foreign expenses to US Dollars (USD).
    f. Missing Receipt Worksheet (if applicable): Certify that all expenses were reasonable and incurred in accordance with University policy.
  3. Save the document as a PDF, following the standard naming format.
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Request a Prize/Award

Prizes and awards for Columbia students receiving financial aid must be submitted to the Financial Aid Office. Awards for students not receiving aid or for non-Columbia students may be submitted directly to the Business Office. If unsure of a student’s aid status, please check with the Financial Aid Office. Note: Prizes are won in competition; awards are granted or earned. To request a prize or award for a qualified CU Student, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Cover Sheet.
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Check Request: Create a PDF document.
    b. Prize/Award Letter: Official letter on department letterhead, addressed to the payee, including the amount of the award or prize, and signature of department authority.
  3. Save the document as a PDF, following the standard naming format.
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

The following language should be included in the description of services:

  • Prize for a Columbia student who won in a competition (include the name and details of the competitive event).
  • Award for a Columbia student who does not receive Financial Aid, or, non-Columbia student award, or, Scholarship or fellowship (stipend) for a Columbia student who does not receive Financial Aid, or, non-Columbia student scholarship / fellowship / stipend.

Request a Refund

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 Cover Sheet.
  2. Attach relevant supporting documentation before digitally signing the form.
    a. Check Request: Create a PDF document.
    b. Bank Confirmation: Confirmation of the payment previously issued to the payee by Columbia Law School.
  3. Save the document as a PDF, following the standard naming format.
  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 given to individuals participating in University-sponsored activities, such as guest lectures or symposiums. Honoraria are typically paid to external individuals, not University students, employees (faculty or staff), or those with a contractual agreement with the University. Please note that honoraria payments are considered taxable income and may be subject to IRS reporting and withholding requirements. Additionally, recipients must provide a personal email address not associated with Columbia for processing.

Honoraria 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. For full details, please refer to: Columbia's Honoraria Policy
 

Threshold and Exceptions

At Columbia Law School, the standard honorarium threshold is $250. Departments requesting an honorarium above this amount, or any exceptions to related expense reimbursement guidelines, must contact the Business Office at [email protected] for approval before promising or submitting the request.

Request an Honorarium Payment

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 Honoraria Request Form. 
    View a sample of the Honoraria Request 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:
    Honoraria [YYYY-MM-DD] [RecipientName] [HonorariaAmount].
    For example: Honoraria 2025-03-05 Sofia Parra $250
  4. Submit to the payment requests folder on the shared drive G:\BUSINESS_Payment_Requests for processing.

Please ensure all submissions adhere to the guidelines outlined in the University’s Honoraria Policy for timely processing.

If Honoraria Includes Expense Reimbursement:

Expense reimbursements related to honoraria must adhere to the University's Travel Expense Policy. Please note the following guidelines:

  • Reimbursable Expenses: Only travel and strictly business-related expenses that comply with University policy are eligible for reimbursement.
  • Non-Reimbursable Expenses: Alcohol, first-class or business-class airfare, and any expenses that exceed established policy thresholds will not be reimbursed. Airfare should be booked in economy/coach class through the University’s travel system whenever possible to ensure compliance with University guidelines.

To request both honoraria and expense reimbursements, the following documentation must be included with the request:

Steps for Submission:
  1. Download and complete the Honoraria Request Form. 
    View a sample of the Honoraria Request 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. Honoraria Expense Reimbursement Form
    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:
    Honoraria [YYYY-MM-DD] [RecipientName] [HonorariaAmount].
    For example: Honoraria 2025-03-05 Sofia Parra $250
  4. Submit to the payment requests folder on the shared drive: G:\BUSINESS_Payment_Requests for processing.

Please ensure all submissions adhere to the guidelines outlined in the University’s Honoraria Policy and Travel Expense Policy for timely processing.

The process begins when the department submits the payment request to the Business Office. Upon receipt, the Business Office reviews the request for completeness. If there are any questions, the Business Office will reach out to the department contact who submitted the request. 
Once verified, the request is submitted for payment processing through Candex and undergoes a series of review and approval steps, including financial approval and Accounts Payable audit and review. The payee will then receive an email invitation from Columbia via Candex to create a Candex account and receive payment from Candex. 

Candex Onboarding Instructions for Payees

Payees receiving Candex honoraria payments from Columbia University must register and enter their payment details to request (claim) their payment. For detailed instructions on creating a Candex account, refer to the Payee's Guide to Receiving Candex Payments

For assistance with Candex, as detailed in the guide, the payee can message Columbia through the "Add a message to your buyer" field or click the link next to it to reach out to Candex Support via email.

Columbia University issues 1099 forms to the IRS and to vendors who received payments exceeding $600 in a calendar year. These forms are mailed to recipients by January 31st of the following year. If vendors have questions about their 1099 form or have not received a copy, please have them complete and submit a Tax Form Inquiry or contact the Finance Service Center at 212-854-2122.

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

If the vendor has completed their PaymentWorks registration and their profile is up to date, payments are typically processed within 30 days of receiving the request in the Business Office. To check the status of an ARC Payment Request, please email [email protected] with the subject line: Payment Status - Vendor Name and include the following information:

  1. Date submitted to the Business Office
  2. Vendor/Payee Name
  3. Invoice Number
  4. Amount Due