Payment Requests

About

A vendor profile must be available in Accounting and Reporting at Columbia (ARC), the University’s financial system, in order for a payment to be initiated. Any prerequisites or additional requirements that may apply to suppliers, service providers and consultants, must be fulfilled prior to commencing work or requesting payment. If you have questions, please contact the Payments Team at payments@law.columbia.edu.

Noteworthy
  • Each payment request (invoice) needs a Cover Sheet
  • Our preferred payment method is ACH Direct Deposit
  • Reimbursements to Students and Guests* must be processed in Concur Expense
  • Reimbursements to Faculty & Staff must be processed in Concur Expense
  • Honoraria requests in excess of the recommended $250 will be reviewed by our CFO

*Reimbursements to international Guests receiving payment by wire transfer must be submitted against a Wire Request to be processed in ARC.

  1. Create/Modify Vendor Profile and Fulfill Prerequisites (if applicable)
  2. Submitter Prepares Payment Request and Submits via G Drive
  3. Payment Request Routes for Payment Initiation after Initial Review
  4. Payment Request Routes for Financial Approval / SBO Approval
  5. Payment Request Routes to Accounts Payable for Central Audit & Review
  6. Payment Confirmation / Release

Submit Payment Requests

The Cover Sheet is an essential form that must be included with each payment request you submit to the Business Office. This form is a fillable PDF with existing fields for you to enter required information. Once you fill the Cover Sheet, add the supporting documents depending on what type of payment request you are submitting and lastly add your signature. Click on the following link to access/download the form: Cover Sheet

Request to pay an Invoice

To request an invoice to be paid, submit the following documents and be mindful of possible prerequisites for certain types of goods or services:

Cover Sheet – complete all specified fields

Proof of Event – event flyer, agenda, email, or invitation reflecting the business purpose of the activity

Invoice – official document submitted to a Law School department by a vendor requesting payment for goods or services. The invoice should include the following:

  • Supplier/Payee Name
  • Bill-to Address (Columbia Law School)
  • Payment Remit Address
  • Invoice Date
  • Invoice Number
  • Description of goods or services
  • Amount Due

Prerequisites – certain prerequisites may be required depending on the type of goods or services, which must be completed prior to commencing work or requesting payment. 

  • If a Purchase Order is required, reference the approved PO number in the Cover Sheet. Refer to Purchase Orders for more information
  • If a Contract or Agreement is required, include a copy of the fully executed document. Refer to Contracts & Agreements for more information

Foreign Currency – use Oanda Currency Converter to convert an invoice in foreign currency to US Dollars (USD) and include the print out with your request.


Wire Transfers

Payment requests for international payees to be disbursed by wire transfer needs to include a Wire Request form, in addition to an invoice or in place of a Check Request, for the University to wire the funds to their foreign bank account. 

About honoraria

An honorarium payment is a gratuitous payment to a lecturer or a professional person outside the University community (not a University faculty or staff member) as an expression of thanks. It is taxable income and is reportable to the Internal Revenue Service. A payment is not treated as honorarium if the payment is for specified services rendered by a service provider / independent consultant, University student or employee. Honorarium payments should not exceed $250. Honorarium requests in excess of the recommended $250 will be reviewed by our Senior Business Officer. Refer to the policy text for more information: Payment of Honoraria 

Request Honoraria for In-Class Speaker/Lecturer

To request an honoraria payment for an In-Class Speaker/Lecturer or a professional person from outside the University community (not a University faculty or staff member) as an expression of thanks, submit the following documents:

Cover Sheet – complete all specified fields

Proof of Event – event flyer, agenda, email, or invitation reflecting the business purpose of the activity

Check Request – use this form to create a PDF document

Honorarium Letter – official letter on department letterhead, addressed to the payee, including the amount of the honorarium and signature of department authority


Wire Transfers

Payment requests for international payees to be disbursed by wire transfer needs to include a Wire Request form, in addition to an invoice or in place of a Check Request, for the University to wire the funds to their foreign bank account. 

About Prizes & Awards

Awards to Columbia students who receive Financial Aid must be submitted to the Financial Aid office for processing. Awards to Columbia students who do not receive Financial Aid, or payments to non-Columbia students, may be submitted to the Business Office for processing, and do not need to go through the Financial Aid office. If your department does not know whether or not a student receives Financial Aid, check with the Financial Aid office first to determine the appropriate route for payment. Please note, prizes are won in a competition; awards are achieved or granted.

Request a Student Prize or Award

To request a prize or award for a qualified Columbia Student, submit the following documents:

Cover Sheet – complete all specified fields

Proof of Event – event flyer, agenda, email, or invitation reflecting the business purpose of the activity

Check Request – use this form to create a PDF document

Prize or Award Letter – official letter on department letterhead, addressed to the payee, including the amount of the award or prize, and signature of department authority


The following language must 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 to Reimburse an International Guest

To request reimbursement of out-of-pocket expenses for an international Guest, submit the following documents:

Cover Sheet – complete all specified fields

Proof of Event – event flyer, agenda, email, or invitation reflecting the business purpose of the activity

Wire Request – use this form to create a PDF document

Non-Employee Expense Worksheet – list each expense in chronological order  

Receipts – must be original and identify date of purchase, vendor name/logo, itemized list and unit price of purchased items, total amount paid. 

Proof of Payment – receipts must indicate proof of payment by stating “Cash Tendered,” “Paid,” a zero balance due, or evidence of debit/credit charged. Proof of payment is required to validate that payment was tendered. If the receipt does not have proof of payment, submit the receipt along with the debit/credit card statement reflecting the transaction. 

Foreign Currency – use Oanda Currency Converter to convert an invoice in foreign currency to US Dollars (USD) and include the print out with your request.

Related Inquiries

We aim to settle dues within 30 days after the request is received by the Business Office. To check on the status of a payment request, email payments@law.columbia.edu with the Subject: Payment Status - Vendor Name and include the following information:

  • Vendor Name
  • Invoice Number
  • Total Amount 
  • Date of Submission

To request an internal transfer or journal voucher, email payments@law.columbia.edu with the Subject: Internal Transfers/Journal Voucher explaining where the expenses should be allocated and attach the following:

Columbia University provides Form 1099-MISC to the IRS and to the vendor that received payment, if the total payments for the year exceeded $600. The form is mailed to recipients by January 31st of the following year. If vendors have questions regarding their Form 1099-MISC or have not received a copy in the mail, please have the vendor complete and submit this ServiceNow Form or have them call the Finance Service Center at 212-854-2122.