Payment request forms (PRFs) can be used in certain circumstances to make payments to individuals. A PRF is most likely to be used in situations where the department initiates the payment, for example, payments to students of scholarships (which may also be known as bursaries, grants etc); payment of allowed subsistence for Visiting Academics; and payments to participants or volunteers.
Payment request forms can also be used for payments to organisations where an invoice would not normally be expected, e.g. repayment or distribution of grant funding, etc.
In all situations the underlying nature of the payment should be considered irrespective of how it has been described. For example, a department may describe a payment as an honorarium, but if the substance of the payment is payment for services, it should be taxed appropriately.
Payment request forms should not be used in the following situations:
- To pay for services – should be paid via payroll or via the purchase to pay process.
- Claims for reimbursement of payments made by individuals on behalf of the University – should be submitted via the expenses process.
- Travel advances - should be requested through the advances process. [New page link to be added]
Payment Request Form Process