Payment Requests

Payment requests are submitted using the Payment Request internal form in BobcatBUY (BCB). Users will attach the required supporting documentation for both suppliers set up (if applicable), and payment. Information on how to fill out the form can be found on the Payment Request QRG. 

If a payment needs rushed, put “RUSH” at the beginning of the Form Name in the Details tab. This applies to any request where there has been an agreement to process the supplier(s) as immediate pay instead of the University's standard payment terms.

If the form being submitted is for a new supplier or the supplier needs to be updated, when filling out the form select “Not Available” as the supplier name and “No” to the question ‘Do all suppliers involved in this payment request exist in BobcatBUY?’. This will ensure that the form is routed to Supplier Management for supplier set up. For information on documentation needed to set up a new or update an existing supplier, see the Adding/ Updating Supplier webpage.

For existing suppliers, the request routes directly to Invoicing within Accounts Payable for payment.

The form allows the submission of one request for multiple suppliers provided they are part of the same transaction or event. For example, if you need to refund a group of people for a cancelled event you will need to complete one Payment Request Form and upload the documentation for all the people you wish to refund. However, if you need to refund a group of people for separate events you will need one request per event.

For payment types listed below, the payee will be set up as a one-time supplier. The supplier will have to be set up as a new supplier and a W-9 will be required for future use.