Payments To Vendors

Payments to Vendors

U.S. Vendors

U.S. Vendors must submit a W-9 form which provides their SSN and a permanent home address in order to receive a payment from Syracuse University as a vendor.

The University is required to report payments of $600.00 or more made to vendors for services on form 1099-MISC to the recipient and to the IRS. Payments totaling less than $600.00 are not required to be reported.

Non-U.S. Vendors

A Non-U.S. vendor must submit a W-8BEN form in order to receive a payment from Syracuse University.

Generally, payments to a Non-U.S. vendor for services preformed in the U.S. are taxable income, subject to withholding at 30%, and reportable to the vendor and to the IRS on form 1042-S.  Payments for services preformed by Non-U.S. Vendors outside the United States are not taxable or reportable.

The existence of a Tax treaty between the individual’s country of residence and the U.S. with a provision for such payments may result in an exception to the exception to the withholding requirement, if the individual meets the terms of the treaty.

If the payee is Non-Resident Alien individual who is a U.S. person for tax purposes (e.g. passes the substantial presence test), or business incorporated in the U.S., a W-9 form is required. Only the individual or business entity can make this determination.

Questions regarding payments to U.S. Vendors should be directed to Disbursements Processing at 443-2484 or disburse@syr.edu.

Questions regarding payments to Non-U.S. Vendors should be directed to Payroll at 443-4042, option 2 or payroll@syr.edu.

Purchase Order Related:

If you receive an invoice directly from a vendor please verify the purchase order is present and correct, date and sign off on the invoice and forward it to Disbursements Processing, 108 Skytop Office Building.

Payments that are Exceptions to the Purchase Order process:

A requisition form should be completed. Include the vendor name, address, business purpose, amount and chartstring. Obtain the appreciate signatures, staple the vendor invoice to the back of the requisition and forward it to Disbursements Processing, 108 Skytop Office Building.

Credit Card purchases:

Retain the receipt from your purchase and submit it with your JP Morgan Chase credit card monthly reconciliation that bills that charge.

Payments FAQs

What account code do I use? 
There is a report online under My Reports in the FAB folder called Account Listings. It lists account codes in both alpha and numeric sequence. There is also a listing here.

How can I find out if a payment has been made? 
By running the AP Distribution Report for the chartstring indicated on the paperwork submitted. Navigation:From MySlice, click on MyReports, which will bring you to Hyperion, click on Explore, click on the FAB folder, click on the AP Distribution Report and follow the instructions.

OR

If the request for purchase/payment was submitted on a purchase requisition you can use the PO Inquiry. Navigation: From MySlice, click on MyReports, which will bring you to Hyperion, click on Explore, click on the FAB folder, click on PO Inquiry and follow the instructions.

OR

By contacting the Disbursements Processing office via email at disburse@syr.edu or call 443-2484.  Please have the following information available: payee name, type of document submitted, date submitted and payment amount.

Has a check been cashed? 
Please email disburse@syr.edu or call 443-2484 providing the following information: payee name, payment amount, and type of document submitted.

How do I request a Stop payment and/or reissue a check? 
Please email disburse@syr.edu or call 443-2484 providing the following information:  payee name, payment amount, and type of document submitted.

Do I need to obtain a W9 form? 
If the payment is for services and we have never paid the vendor before or if their address information has changed a W-9 form is required. When in doubt, obtain the W-9 form and submit it with the paperwork.

How do I find out if a vendor has been used by the University?
E-mail disburse@syr.edu or call 443-2484 to determine if a vendor is in our Accounts Payable system.

Can vendors receive payments electronically?
Vendors can request payment via ACH by sending an e-mail to disburse@syr.edu providing their Financial Institution name, routing number, account number, and contact information.