Disbursements made for university business services will generally be processed by either the Accounts Payable Department or the Bursar's Office. The Accounts Payable Department processes all invoices and check requests and the Bursar's Office provides all petty cash reimbursements. The Purchasing Department, though not directly involved in the disbursement process, creates all purchase orders by which many of the university's goods and services are obtained. The invoices generated through the processing of these purchase orders are then paid by the Accounts Payable Department.
It is extremely important that any payment for work done by a student or employee of the university be processed through Payroll rather than through Accounts Payable. Failure to properly report these individuals as employees and remitting the appropriate portion of employer's tax puts the university and the individual at risk of incurring severe financial penalties from the IRS. If you are unsure as to the proper handling of payments to be made to an individual please contact the Human Resources department.
Payments to individuals (other than university students and employees) and other qualifying organizations for services rendered are processed by check request or invoice in the Accounts Payable department. All requests for payments to an individual must be accompanied by a completed W-9 form unless the individual has a W-9 on record in the Financial Affairs office. A completed Contract for Professional Services must also be attached to each request for payment. For one-time speakers only, the Speaker Agreement may be used in lieu of the Contract for Professional Services. Both the Contract for Professional Services and the Speaker Agreement are located in the Forms section.
Please note that both the Contract for Professional Services and the Speaker Agreement must be authorized and signed at the appropriate level of authority as provided by the Contract Administration Policy. Additionally, the Contract for Professional Services must be vetted through the Purchasing Department before it can be submitted to Accounts Payable for processing. For any questions or concerns regarding Loyola's policy on contracts please contact the Office of General Counsel at (504) 865-2657.
Because the Financial Affairs office must verify that individuals are neither students nor employees of Loyola University before processing payments, please allow additional time for processing.
Payments to non-resident alien individuals for services rendered are also processed in the Accounts Payable department. Guidelines for payment processing, documentation and visa information can be found on the Center for International Education's website.