Direct Payments

Direct Payments are for reimbursement payments other than services. Please complete the Direct Payment Form and submit to the Business Office.

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Direct Deposit for payroll does NOT verify setup in the payment & reimbursement system.  

The Payee Setup 204 Form is required for reimbursement.

Payee Setup Forms page

How to fill out the Direct Payment Form

Example of Direct Payment Form

Example of Direct Payment Form

 

Section 1:

Fill in Payment Information including Request Date, Payment Amount, Payee Name, Remit Address, Mail Stop, and Last 4 Digits SSN or ITIN.  For a Direct Payment Form to be processed, a 204 Payee Setup form must be submitted. For information regarding the 204 Payee Setup form, go to 204 Payee Setup form.  To verify if you have previously filled out a 204 Payee Setup form, contact the BSOE Business Office.  Mark the box for 204 submitted or on file.

 

Section 2:

Fill in the Requestor Information Section with the requestor name, department / division name, phone number, and email.

 

Section 3:

Payee Status questions are to be answered with a yes or no selection. If you are unclear what your Payee Status is please contact the FAR Office for Payee Setup help. The FAR Office email is finpolicy@ucsc.edu.

 

Section 4:

The Payment Type section distinguishes between payments to an individual and payments to a vendor.  Once the payment is determined to be to an individual or a vendor, the type of payment must be selected.  A list of all payment types is given below with descriptions. Find the description that best fits your payment.   If you have questions as to which category your payment falls under, please contact Denise Goss (degoss@ucsc.edu) at the Business Office. Provide a detailed explanation for payment in the Explain Payment section.

Payment or Reimbursement to an Individual

Fellowship/Scholarship - Monies awarded in support of higher education.

001080 - Fellowship, Non-Qualified: Non-Qualified Fellowship for a US citizen or resident foreign national when some portion of the fellowship is non-qualified

001081 - Fellowship, Qualified: Qualified Fellowship for a US citizen or resident foreign national who is a degree candidate and no portion of the Fellowship is non-qualified

001040 - Scholarship, Non-Qualified: Non-Qualified Scholarship for a US citizen or resident foreign national when some portion of the scholarship is non-qualified.  Applies to undergraduates only.

001041 - Scholarship, Qualified: Qualified Scholarship for a US citizen or resident foreign national who is a degree candidate and all of the expenditures are qualified. i.e. no portion of the scholarship is non-qualified

(001380 Foreign) - Foreign National Compensation Payment: Tax reportable payments made to foreign visitors (non-residents) for 1042S Income

 

Funded Activity - Payment made to individuals for expenses incurred attending or supporting an event funded by UCSC (such as a conference, symposia, workshop, training, or on-going program activity). Payments to other entities need to be on PO's or travel forms. All fund sources are allowable; except participant support as budgeted on extramural awards.

001140 - UC Funded (Hosted) Activities: Payment made to individuals for expenses incurred attending or supporting an event funded by UCSC (such as a conference, symposia, workshop, training, or on-going program activity). Payments to other entities need to be on PO's or travel forms. All fund sources are allowable; except participant support as budgeted on extramural awards.

 

Gift (Non-Cash) - Reimbursement of non-cash gifts and/or flowers.  Retirement: Tangible gift or non-negotiable gift certificate/card (not to exceed $400 per person). Sympathy: Flowers or similar items (employee limit - $75 per person; non-employee limit $200 per person).  A purchase order is required for direct payments to vendors for non-cash gifts or flowers.

001120 - Prize / Award Payment: Prizes and awards are restricted by University policy.  See Business and Finance Bulletin G-41 for restrictions related to employee awards and Business and Financial Bulletin G-42 for restrictions related to non-employee awards.

 

Honorarium - Payment to an individual for a special service or achievement that propriety precludes setting a fixed price. State funds may not be used for payment of honoraria. UC employees must be paid through the payroll system (state funds not allowed).

001020 - Honoraria: Non-UC employees

(001380 Foreign) - Foreign National Compensation Payment: Tax reportable payments made to foreign visitors (non-residents) for 1042S Income

 

Online Training & Development - Staff Online Training and Development.

001150 - Staff Development/Training: Outside services and materials in connection with staff training and development which are job related

Participant Support - Use with extramural funding only. Requires specific EMF budget line item. For expenses paid to or on behalf of a participant (non UCSC employee) sponsored by UCSC.

CG1180 - Participant Support (Contract & Grant Only): Travel and Registration Fees reimbursement - substantiated expenses

CG1185 - Participant Support (Contract & Grant Only): Travel and Registration Fees reimbursement - unsubstantiated expenses

CG1190 -  Participant Support (Contract & Grant Only): Restricted use for contract and grant only

CG1195 -  Participant Support (Contract & Grant Only): NSF-REU support-related - non-reimbursement

CG1196 -  Participant Support (Contract & Grant Only): NSF-REU support-related - reimbursement paid to a third-party

 

Prize / Award (Non-Cash) - A prize is offered in a competition or a contest of chance. An award is made in recognition of scientific, educational, artistic, literary, or civic achievement. Cash awards are allowed only for UC employees and must be paid through the payroll system.

001120 - Prize / Award Payment: Prizes and awards are restricted by University policy.  See Business and Finance Bulletin G-41 for restrictions related to employee awards and Business and Financial Bulletin G-42 for restrictions related to non-employee awards.

(001380 Foreign) - Foreign National Compensation Payment: Tax reportable payments made to foreign visitors (non-residents) for 1042S Income

 

Salary Advance - Forward form to Payroll Office.

Index Code 112600

 

Subject Payment - Attach original research agreement documentation. If Payment under $5,000.00 charge directly to funding source. Over $5,000.00 charge to Index Code 112160.

Index Code 112160

 

Supplies Reimbursement - Delegated authority for reimbursement of purchases of goods (departmental supplies, etc) should be discouraged as there are other options available, including purchasing cards and purchase orders. Note: Reimbursements exclude payments to third parties for services. Reimbursements require original receipts.

Specific to Item

Payment to a Vendor

Donation / Contribution - Restricted use, typically student fundraisers. May not be to a political entity or support a political purpose. Fundraised donations require a copy of deposit. Must be charged to unrestricted funds, and Sr. Officer approval required.

001285 - Donations, Gifts & Contributions: Restricted use - Payments to external organizations; for example, funds raised by students for a charitable contribution

 

Membership - University sponsored memberships must be directly related to the proposed member’s University responsibilities. Obtain institutional rather than individual memberships to allow participation by several or alternate employees. Memberships must use a UCSC address for business verification.

001200 - Memberships (federally chargeable): Cost of the institution's membership in business, technical and professional organizations and the cost of subscriptions to periodicals issued by these organizations

001210 - Memberships (non-federally chargeable): Cost of membership in any civic or community organizations, or country, social, or dining club organizations, and the cost of subscriptions to periodicals issued by these organizations

 

Postage / Outbound Freight - Include business reason for postage or freight charge.

Specific to Item

 

Refund to Research Agency - To refund an obligated balance.

N/A

 

Utilities - Payments for electricity, natural gas, water and sewage, and monthly cell phone charges. (excludes unit recharges)

Specific to Item

 

Subscription - Purchase of magazines and periodicals. Specify no. of times per year published. Explanation required.

001205 - Subscriptions: Newspapers, magazines, and periodicals

 

Other / Miscellaneous - Non-invoiced payments: refunds, monthly rental payments, uniform allowances.  (Not for travel, entertainment, or moving). Include Employee Vendor Disclosure Form.

Specify in Section 5

 

Section 5:

The FOAPAL / Payment Amount Information is required for processing. If you are unsure about what Fund, Organization and Activity Code to use, contact your Tier 1 Authorizer.  If you do not know who your Tier 1 Authorizer, please contact Denise Goss (degoss@ucsc.edu) at the Business Office.  The account code will be populated in Section 4 under Account Code(s). Descriptions of these corresponding Account Codes can be found in Section 4 of this guide.  Direct payment amounts are to be added for each FOAPAL line. The total amount of the direct payment will self populate.

 

Section 6:

Authorization signatures for Requestor and Tier 1 Funding Authorizer must be completed before submitting to the BSOE Business Office. If you do not know who your Tier 1 Funding Authorizer is, contact the Business Office.

 

Section 7:

The Submit Information section will be completed by the Business Office.

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