Payment Request Forms

Payment Request Forms must be signed by a preparer and at least one authorised signatory who is not the preparer (the authorised signatory listing is the same as the one used for expenses).

When authorising the request, the authoriser is confirming that the following conditions are met:

• The payment is allowable;
• The request is mathematically correct and is accompanied by all necessary supporting documentation;
• The specific items to which the request relates have not been previously paid for by the University or another third party;
• The specific items to which the request relates are not subject to a duplicate claim or payment request currently in progress with the University or another third party;
• Specifically in the case of claims against research funding, the payment does not contravene any funding rules imposed by sponsors;
• The general ledger or grant code(s) specified are valid and contain sufficient funding to cover the claim;
• That the payment can be justified in terms of the University's Value for Money policy.

Any amendments made to Payment Request Forms must be initialled by the individual authorising the payment.

Authorised forms must be submitted in hard copy to the Payments Team in the Finance Division. The Payments Team will accept original documents and signatures. Faxes, emails and electronic forms will not usually be accepted. The Payments Team will enter the details onto Oracle Financials, and arrange for payment to be made.