Loyola University Chicago

Beginning May 1, 2007, Finance will be making available a new and improved Payment Requisition Form (a.k.a. Check Requisition Form) for use in the requisition of payment for expenses pertaining to Loyola University of Chicago business. 

The form embraces the changes made to certain processing requirements including asset management, non-resident aliens and vendor compliance.  We have also taken the opportunity to provide a more user friendly transition on the form eliminating certain required fields and providing more areas for vendor related information, payment methods and your remarks and/or comments.  Please review the newly developed instructions when completing the form.

Please note that the Payment Requisition form is intended to request payment for goods and services that do not fall within normal procurement procedures.  The following authorized uses of a Payment Request are representative, but not necessarily all inclusive of the types of items that can be submitted. Please contact the Accounts Payable or Purchasing Departments for clarification or questions.
-Conference or Seminar Registration Fees
-Instructional Materials
-Membership Dues or Fees
-Periodicals and Subscriptions
-U.S Postal Service Payments i.e. Postage Meter Replenishment, permits, and other postal related charges.
-Insurance Premiums
-Federal and State Taxes ( excluding state sales tax )
-Utility Bills
-Advertisements
-Contracted Services
-Royalty Fees
-Transportation Expenses ( Athletic Events and outings )
-Professional services or services that are required to be under a contractual agreement.
-Awards, Honorariums, and Stipends

While not all inclusive, the following examples illustrate the types of goods and services that should not be processed on a Payment Requisition:
-Reimbursement of an employees out-of-pocket expenses.  The approved Expense Reimbursement form should be used.
-Office Supplies
-Computer Software or Software Licenses
-Equipment and appliances of any type, including computers, facsimile machines, copiers, refrigerators, microwave ovens, air conditioners, or photographic equipment.
-Mail Services such as those performed by mailing houses to process bulk, permit, or business reply mail.  Services include printing, design work, and paper stock.
-Printing or any printing related service, including graphic design, copying or duplicating
-Furniture of any type

The new form and instructions can be found at http://www.luc.edu/finance/forms.shtml

Questions can be directed to Brian Slavinskas at 312-915-8748 or bslavin@luc.edu

In order to expedite the processing of finance forms in a timely and accurate manner, please be aware of the following:

1. Send electronic forms once only and to the proper email address.

a. GRNTCON@LUC.EDU - for expense transfers/appropriation transfers containing grant accounting units

b. ACCOUNTING@LUC.EDU - for expense transfers containing operating accounting units

c. ACCOUNTS-PAYABLES@LUC.EDU - for expense reimbursements/check related inquiries

d. FINANCIALPLANNING@LUC.EDU - for budget transfers or budget related inquiries

2. If supporting documentation is required, send the hard-copy documentation once only through interoffice mail to the appropriate department.

Please contact Financial Systems, 5-8725, financialsystems@luc.edu , with any Lawson-related questions.