Payment Information

Check requests

The Check Request Form shall be used to process refunds made directly from a revenue account.  Check requests are used when refunding funds to non-NAU employees.

Check Request Form

Honorarium

An Honorarium is an unexpected gift, expression of gratitude, or token of appreciation presented to an individual for services which no fee is set, agreed upon, or legally obtainable. It may be monetary, but just as often is a small work of art or other appropriate expression. Honorariums are by definition modest in value. (This payment should be less than $100.00) Note: If a person is speaking or presenting, this is a guest lecturer/guest speaker. The form can be found on the purchasing web page under forms.
(Use Account# 759150)

Honorarium Form

Northern Arizona University employees shall not receive an honorarium/stipend.

Employee payments shall be disbursed through the applicable payroll system.
The appropriate form for an honorarium would be:

1. For NAU Faculty; the Supplemental Compensation Pre-Approved and Supplemental Compensation Payment Forms (step one and step two) would be the appropriate document, on the Human Resources forms page
2. For NAU Service Professionals and Classified Staff; the Supplemental Pay form for Classified State and Service Professionals on the Human Resources forms page
3. All non-NAU State of Arizona employees must use the ePAR and Hire Xpress (if appropriate); located on the Human Resources page under Departmental Resources (the ePAR and hire xpress are not on the Human Resources forms page).

Payroll Forms Index

Stipend

A stipend is an allowance or periodic payment. A stipend can either be compensation for services rendered or fellowships where no service is required. Compensatory Stipends are paid through the Payroll Department. Scholarships are paid through Financial Aid
(Use Account# 759150)

Stipend Form

Northern Arizona University employees shall not receive an honorarium/stipend.

Employee payments shall be disbursed through the applicable payroll system.
The appropriate form for an honorarium would be:

1. For NAU Faculty; the Supplemental Compensation Pre-Approved and Supplemental Compensation Payment Forms (step one and step two) would be the appropriate document, on the Human Resources forms page
2. For NAU Service Professionals and Classified Staff; the Supplemental Pay form for Classified State and Service Professionals on the Human Resources forms page
3. All non-NAU State of Arizona employees must use the ePAR and Hire Xpress (if appropriate); located on the Human Resources page under Departmental Resources (the ePAR and hire xpress are not on the Human Resources forms page).

Payroll Forms Index

Guest lecturer/Guest speaker

A Guest Lecturer/Guest Speaker shall be defined as an individual distinguished in his or her field of specialization who shall visit Northern Arizona University for two weeks or less to lecture or interact with students, faculty or staff. Payment for services shall be made utilizing a requisition document. (Use Account# 750156)

Guest Lecturer/Guest Speaker/Performer Form

Northern Arizona University employees shall not receive a guest lecture/guest speaker/performer payment.

Employee payments shall be disbursed through the applicable payroll system.
The appropriate form for an honorarium would be:

1. For NAU Faculty; the Supplemental Compensation Pre-Approved and Supplemental Compensation Payment Forms (step one and step two) would be the appropriate document, on the Human Resources forms page
2. For NAU Service Professionals and Classified Staff; the Supplemental Pay form for Classified State and Service Professionals on the Human Resources forms page
3. All non-NAU State of Arizona employees must use the ePAR and Hire Xpress (if appropriate); located on the Human Resources page under Departmental Resources (the ePAR and hire xpress are not on the Human Resources forms page).

Payroll Forms Index

Performer

A Performer shall be defined as an individual distinguished in his or her field of specialization who shall visit Northern Arizona University and conduct artistic classes or performances and the number of performances shall be limited. Payment for services shall be made utilizing a requisition document.
(Use Account# 750156)

Performer Form

NORTHERN ARIZONA UNIVERSITY, EMPLOYEES SHALL NOT RECEIVE A GUEST LECTURE/GUEST SPEAKER/PERFORMER PAYMENT

Employee payments shall be disbursed through the applicable payroll system.
The appropriate form for an honorarium would be:

1. For NAU Faculty; the Supplemental Compensation Pre-Approved and Supplemental Compensation Payment Forms (step one and step two) would be the appropriate document, on the Human Resources forms page
2. For NAU Service Professionals and Classified Staff; the Supplemental Pay form for Classified State and Service Professionals on the Human Resources forms page
3. All non-NAU State of Arizona employees must use the ePAR and Hire Xpress (if appropriate); located on the Human Resources page under Departmental Resources (the ePAR and hire xpress are not on the Human Resources forms page).

Payroll Forms Index

Non-resident alien

Northern Arizona University policy states that 30% will be withheld from all payments made to individuals that are non-resident aliens.

All questions regarding nonresident alien should be directed to Accounts Payable: Call 3-6100.

Food reimbursement

Submit the Business Food/Meal Purchase Authorization form, with the appropriate signatures, along with the following information:

• List of individuals in attendance
• Business purpose of the meal, restaurant name and address if not supplied
• Certify that no alcoholic beverages were included in total
• Original itemized receipt and copy of the credit card charge slip

Food Form

Note: Food purchases shall not be charged on state accounts.

Food purchases are not allowed for the following:

• Staff meetings
• Alcohol of any type
• Faculty functions
• No food shall be purchased for on-campus events until authorization has been granted by Dining Services through a Food Services Waiver Form.  The form can be accessed through the Campus Dining website under the “Forms and Policies” sub-section at the bottom of the page.

Policy

Remit addresses on invoices

If the address is not correct in the vendor table, it is the vendor’s responsibility to provide the correct address to Northern Arizona University via the Vendor Registration Authorization (Substitute W-9) form.

If Honorarium, stipend, guest lecturer, performer or payment voucher forms are used for a payment the form can be used as a substitute W-9 with a signature to be entered into the vendor table.

Conference fees

There are three ways to pay for Conference Fees:

• Travel document
• The Purchasing Card
• Requisition document must include the travel document number in the description field of the person going to the conference

Individuals shall not be paying for the conference fees with personal funds.

Reimbursements

All receipts shall be original. The limit amount for reimbursements is $5,000.00. If reimbursement is for mileage, the odometer readings must be provided.

Items not allowed:

• Flowers
• Gift Certificates (see policy CMP 401-03 for exceptions)
• Awards
• Christmas cards
• Christmas tree
• Staff Meeting
• Phone card
• Lunches for employees
• Office parties

Policy

All documents ready for processing and any procedural questions should be directed to: nau-accountspayable@nau.edu.