BS5820 - Request for Payments

1. Institutional Regulations
   
   All expenditures of the college must be fully supported by appropriate documents and normally will be covered by a Purchase Order, see Procedure BS5301 , or Employee Expense Report, see Procedures BS5812 ; however, in certain instances, a Request for Payment form will suffice.
    
2. Procedure
   1. The type of expenditures which can be processed for payment by completion of form FE-2, “Request for Payment” are noted in Procedure BS5301 .
   2. For expenditures for Contracted Services to an individual, form FE-2A must be completed, “Request for Payment for Services.” Since this type payment is made in lieu of a payroll check, it is necessary that the recipient of the funds requested sign the certification section of the form. It will be the responsibility of the individual concerned to report the income as taxable revenue may be appropriate. Forms 1099 will be issued at calendar year-end in accordance with Internal Revenue Service guidelines.
      1. A copy of “Agreement for Contracted Services” must be attached to form FE-2A when payment is made as noted above.
   3. PROCESSING OF REQUEST FOR PAYMENT FORMS: Forms FE-2 or FE-2A must be completed as indicated and submitted to the Controller in original only with all necessary approvals. The form should indicate the date the check is required in the space so provided or it will be processed on a weekly cycle. Attachments to the Request for Payment form are to include the original and remittance copies on any item covered by an invoice, plus any other supportive documents to explain the item for which payment is requested.
   4. DISTRIBUTION OF CHECKS: All checks issued by the College will be mailed directly from the Business Office to the payee with the following exceptions:
      1. Certain checks issued from the Agency Fund (Fund 4) Accounts.
      2. Circumstances which require a check to be delivered in person to payee. Examples of this are speakers and entertainers.