Payments to Vendors
- IRS Requirements
- Purchase Order Forms
- Check Request Forms
- Prepayments
- Payments in Foreign Currency
- Purchasing Cards
- Most Frequently Asked Questions
IRS Requirements
IRS Form W-9 must be submitted by all domestic vendors to provide NSU with their Employer Identification Number and Tax Filing Status, as required by the IRS. IRS Form W-8 must be submitted by foreign business entities to confirm their status.
Purchase Order Forms
Most FSEHS acquisitions are initiated with a Purchase Order (PO). Information required: Vendor name and address, Department's name and address (on the Inv/Ship to section), quantity and description of merchandise(s), unit price and total price, 6-digit organization/department index plus 4 account code, requisitioner's signature, signature of FSEHS official authorized to approve charges to the account.
All capital acquisitions must be processed on a PO for the specific acquisition being made.
Purchase Orders must be sent to the Accounting, Budgeting & Financial Planning Office (third floor, Technology building).
When ordering goods or services new Vendor Billing policy must be utilized. In those cases when invoices have been sent directly to the requisitioner's department the following must be done:
After goods/services and invoices are received by the department, the invoices should be signed off by the approver to acknowledge receipt of goods/services and to grant payment approval before forwarding them to Accounting, Budgeting & Financial Planning. Partial shipments should be noted on the invoice that the order is not fully executed and further goods/services are to be shipped and billed.
Purchase Order forms are available from the ABFP Office.
Check Request Forms
Check Request (PDF) are issued to pay:
- Vendors when goods were not initially requested by PO
- People payments
Check Requests (PDF) are:
- To be sent to the Accounting, Budgeting & Financial Planning.
- The requisitioner and approver can not be the same person.
- The approver must be responsible for the requisitioner's work.
Prepayments
Prepaid Purchase Orders should ONLY be issued for vendors, which will not bill NSU directly. In addition to stating the acquisition being made, if the check is needed by a certain date, state this on the PO 's Description area. All purchase orders must be sent to Accounting, Budgeting & Financial Planning department for processing.
Payments in Foreign Currency
Please make ABFP aware of foreign vendors, who request payment in foreign currency. Your department will be charged the appropriate U.S. dollars necessary to perform this transaction.
Purchasing Cards
In the corporate environment, Purchasing Cards like VISA are used to curb the high cost of small-dollar purchases by streamlining the process. A Purchasing Card program enables NSU to:
- Reduce the expense of purchasing activities.
- Improve the efficiency of purchasing activities.
- Empower employees responsible for purchasing activities.
- Improve the controls around purchasing activities.
Studies show Purchasing Cards may reduce the cost of processing small-dollar purchases by as much as 70%. At NSU, Purchasing Cards are being used by library staff members for library acquisitions and by a departmental agent, responsible for office supply and miscellaneous small purchases. Contact ABFP for additional information and to obtain a card at (954) 262-8703.
Most Frequently Asked Questions
What happens after a PO or a Check Request is sent to ABFP?
First, ABFP processes the purchase order or check request and verifies funds availability. Second, ABFP routs PO to Purchasing where University Purchasing Office reviews for purchase needs, reasonable price and a qualified vendor. Third, Accounts Payable processes and cuts the check for payment to vendors.
How do I find out my Departmental Code number or get one assigned to my account?
To get a Departmental Code, contact the FSEHS Accounting Director, Michelle Chin Loy, at (954) 262-8703.
Can payments be made in foreign currency to foreign vendors?
Yes, if a foreign vendor wishes to be paid in foreign currency, NSU Accounts Payable will perform this transaction through NSU's bank.
What is a Purchasing Card?
A Purchasing Card is a credit card issued to an NSU employee under NSU's auspices. It has certain usage limitations. The card will be assigned to a specific individual authorized to make purchases on behalf of NSU. Restrictions are placed on merchant code acceptance, i.e., purchases being made at places whose merchant code is identified as a hotel, restaurants, etc., will not be accepted since this is not where typically one would purchase small-ticket items like office supplies, etc.