Payment Requests
AP Payment Request Forms (PRFs), may be used in the following circumstances:
1. Payment to a supplier or corporate body where an invoice is not available. This might include payments in advance, repayments to funding bodies, or other situations where the University, rather than an invoice from the supplier initiates the payments process.
2. Payment to an individual which does not reimburse expenses already incurred by them or which is not a payroll payment. This might include bursary payments to students, initial payment of an advance to an individual, or some payments to visiting lecturers.
If you are uncertain about the status of the payee, you should refer to Determine Type of Payee to determine the appropriate means of payment.
- When completed, the PRF must be approved by an authorised signatory.
- PRFs must only be entered onto Oracle by the Payments Team. Once authorised, send your form to the Payments Team.
Refer to Advances of Expenses for further specific guidance on using PRFs for advance of expenses.
The Payment Request Form should NOT be used for:
- Payments to suppliers or corporate bodies where an invoice has been provided. Pay on the invoice.
- Payments to individuals in return for work done. Refer to Determine Nature of Payment for guidance.
Reimbursements of expense claims for staff, students or visitors. Refer to the Expenses process and Expenses Claim Form.
If in doubt, contact the Payments team.