AP - Submitting a Disbursement Request | Scribe

AP - Submitting a Disbursement Request

  • Korinne Dizon |
  • 18 steps |
  • 4 minutes
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    Before starting a disbursement request, make sure that you have **all** of the attachments required (invoices, memos, tax forms, bank letters for wire payments, etc.).
    1
    Navigate to [https://www.bu.edu/ap/resources/forms/](https://www.bu.edu/ap/resources/forms/)
    2
    Click "Disbursement Request Form"
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    Select the Disbursement Request Type.
    4
    Enter the recipient's name and address **exactly** as it appears on their tax forms.
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    If the name and address entered on the request form does not **exactly** match the W-9/W-8BEN, AP will reject the request.
    5
    Enter your BU phone number.
    6
    Select the payment method. Any requests for wire transfers will require a memo on bank letterhead with the recipient's account details. See an example of a bank letter [**here**](https://bushare-my.sharepoint.com/:b:/g/personal/kdizon_bu_edu/EWkgZXvg9XtLr0E7LSF5sTUBZ8oKecOXoQkTnT7zp_pMIA?e=sT8oFY).
    7
    Enter your BU phone number.
    8
    Indicate whether the recipient is a foreign national.
    9
    Enter the appropriate GL code. Some of the common GL codes you might use: - **500730** - Awards - Unallowable - **500735** - Honoraria - **513940** - Dues and Membership - **515000** - Contracted Services - Other - **516050** - Entertainment - **535200** - Study Subject Payments Enter the SAP account number in the *Cost Object* field.
    10
    Enter "Korinne Dizon."
    11
    Enter today's date.
    12
    Enter 617-353-1134 for the phone number and [**[email protected]**](mailto:[email protected]) for the email address.
    13
    Enter the invoice number. If there is no invoice, create one by following this format: <https://www.bu.edu/ap/files/2017/07/Disbursement-Request-Invoice-Number.pdf>
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    Enter the date of the invoice. If there is no invoice, such as for an honorarium payment, use the date of the event.
    15
    This is the field that will appear in SAP Reporting - make it descriptive and recognizable.
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    In the *Invoice*, field attach the invoice. For payments for a service or products that Sourcing instructed you to pay by disbursement, also include the email/ticket from Sourcing with these instructions. If the disbursement is for a payment that does not have an invoice, such as an award, honorarium, ect., you will need to upload a memo. Example [**here**](https://bushare-my.sharepoint.com/:w:/g/personal/kdizon_bu_edu/ER2EEQeaWiBCkgJnMUD4K5wBs8ZNkcCDXHH-YEadXDaO1A?e=9E6zuf).
    17
    Attach the recipient's tax forms. For foreign nationals that have to provide multiple documents, compile them all into one PDF. View required tax forms [**here**](https://bushare-my.sharepoint.com/:b:/g/personal/kdizon_bu_edu/EUDFpLluPPpMqUmz-4Op1xEB3QJDqynF-vcQBjOrrM-6Yg?e=xNwGmH).
    18
    Click submit.