Completing a Direct Payment Form (DP)

The numbered sections below correspond to the following numbered line by line detailed descriptions and pictures of completed information:

1: Vendor #

Each payee is assigned a unique vendor number.

How to use vendor search in WISDM for SFS AP transactions

2: Voucher #

Each payment is assigned a unique voucher number by the Accounting System.
This field is for Accounting Services use only

3: Check Payable To: (Vendor)

Last name first

4: Taxpayer ID# (SSN, EIN, ITIN)

If paying an individual Social Security Number or ITIN required
If paying a company Accounting Services will obtain the EIN

5: Type of Payment

Check Vendor

6: Send Check To:

Address where check should be sent
Any special payment handling instructions, such as call for pickup, send check in care of, etc.

7: Amount(s)

The dollar amount for the line of funding that particular expense will be charged to.

8: Account

4-digit SFS Account Code (formerly Legacy Class Code)
Coding Information

9: Fund

3-digit funding source
Coding Information

10: Department

2-digit Division and 4-digit Department ID (formerly Legacy UDDS)
Coding Information

11: Program

1-digit Program Code (formerly Legacy Activity Code)
Coding Information

12: Class (Bldg #)

New SFS sub-classification code to be used for building numbers only

13:Budget Year

2-digit Budget Year (formerly Legacy Fiscal Year)

14: Project

3-digit fund code plus 4-digit project code
Coding Information

15: Additional Information/Justification:

If vendor billed airfare or registration, list who where, why, & when

16: Invoice Number

Invoice Number if Invoice Number is given
MMDDYY (month/day/year of first date of service)
MMDDYY ( month/day/year of order date) if paying from an order form

17: Payment Handling Code

2-digit code assigned by Accounting Services determines check handling methods
For Accounting Services use only

18: Contact Person

Name of the person to contact regarding the payment.
Add additional contact information from the Dean’s Office to be contacted instead of the individual listed on the DP/PIR form. Add the contact's name and phone number directly under the departmental contact person. (Hint: Use "Alt + Enter" when adding the additional information in the field. Using only the "Enter" key will result in moving to the next cell or field in the form.)

Accounts Payable will only contact the person indicated from the Dean's Office as responsible for supplying additional information; not both. If Accounts Payable receives a form without an additional Dean's Office contact name, the contact person indicated on the form will be the only one contacted.

19: Telephone Number

Telephone number of the person to contact regarding the payment.

20: Total Amount

Total of payment(s).

21: Supervisor Approval

Original signature and date required.

22: Institution Pre-Audit

Please leave blank for Pre-Audit approval.

23: Dean/Director Approval

Please consult your Dean's office for required additional signatures for approval.
Original signatures required.

24: Form Copy Instructions

Accounting Services requires the original form with copies of the original invoice or receipts attached.
If paying a vendor Accounting Services requires a second copy of the invoice or order form to mail with the check.
Please consult with your Dean or Director's business office on additional copies required by your division.
Please send your completed form to Accounts Payable, Suite 5301, 21 N. Park Street.