Payment Request Overview & Payment Request Form

Foundations Accounting & Investments Payment Request (Manual Checks and ACH):

In general, payments less than $5,000 from foundation accounts can and should be processed through the University’s established processes and systems (i.e. through Accounts Payable or the Payroll Office).  In order for Foundations Accounting & Investments (FAI) to process payments less than $5,000, documentation will be required from the University Accounts Payable Office or Payroll Office, as applicable, indicating that they are not able to process payment.  Additionally, Items like moving expenses and travel reimbursement requests should always go through University channels. 

Payments are prepared on a weekly basis for signature by the Assistant Treasurer or Treasurer of each foundation.  A completed Payment Request Form must be received by Tuesday at 4 p.m. each week in order to be processed, signed and ready for release on Friday.  Electronic submissions should be emailed to faipaymentrequest@ncsu.edu.  Please note that incomplete requests will be returned with missing/corrected items noted and revised requests received after the deadline will be processed the following week.

A form has been developed for this purpose.  The form can be located here:

The following are required for each payment request to be considered complete:

  • The request is for an approved expenditure
  • The disbursement is consistent with the purpose of the fund
  • The person requesting payment is authorized to expend funds from the source account
  • Appropriate documentation for the request, as follows:
    1. Invoices should be billed to the foundation from which funds will be disbursed. Invoices billed to the University or a University department are not appropriate for payment by a foundation
    2. Invoice must contain a unique invoice number
    3. If invoice was received via mail, a scanned copy of the invoice is adequate
    4. If an invoice was received via email, a copy of the original email string (documenting the vendor’s email address), must accompany the request
    5. Goods or services must be received before payment is made
    6. The requesting unit must provide a 6-digit project number and 5-digit account number (see Chart of Accounts)
  • Adequate funds are available
  • For new vendors, a completed W-9 must be included. Must be less than three years old
  • For ACH payment requests, a formal presentation of vendor banking information must be included to facilitate processing payment
  • If applicable, contract associated with the delivery of goods and services should be attached

See Questions – Who to Contact for additional support.