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.

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:

  • 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
     

Request for 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 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 Coversheet.
    View a sample of the form here
  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 ​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 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 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 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 Coversheet.
    View a sample of the form here
  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 ​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 a 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.

The payee will receive payment via Candex from Columbia University and must register with Candex to request or claim it. For more information on Candex payments and how to check payment status, please visit: Receiving a Columbia University Payment via Candex

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. 

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

The standard honorarium at Columbia Law School is $250. Any requests above this amount or exceptions to expense reimbursement guidelines require Business Office approval at [email protected] before committing or submitting.

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 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.

The payee will receive payment via Candex from Columbia University and must register with Candex to request or claim it. For more information on Candex payments and how to check payment status, please visit: Receiving a Columbia University Payment via Candex

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 reimbursement, 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. 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:
    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.

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. 

Columbia University: 1099 forms are issued to vendors who received payments over $600 in a calendar year. Forms are mailed by January 31 of the following year. Vendors with questions or who have not received a copy 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. Vendors should ensure their W‑9 information is accurate in their Candex profile to receive these forms. 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

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 a 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