Here you will find information on paying suppliers for merchandise and services, as well as reimbursing internal and external individuals for Wake Forest University business related expenses.
If a supplier submits an invoice for an order that has not been processed through Deacon Depot, the coding and necessary approval should be written directly on the invoice before submitting it to Accounts Payable for processing. If the invoice is for an order that has been processed through Deacon Depot, the coding and necessary approvals have been taken care of at the time of requisition approval and the invoice can be sent directly to Accounts Payable without any further processing by the Departments.
If Accounts Payable is processing a payment request without an invoice (i.e. honorariums, payments based on contracts or email communications), payment information should be submitted on an Expenditure Voucher form. Travel related expenses should be submitted on a Travel and Entertainment Voucher (see the Travel section for more information on travel reimbursements).
Please note that all new suppliers must have a completed W-9 (a W-8BEN and possibly Foreign National Information form is needed for foreign payees) attached to the payment request.
For more information on submitting supplier invoices and reimbursements, please refer to the “How To” and “Tools” tabs in this section. The necessary forms can be found under the “Forms” tab.
Advance Quick Guide
Business Expense Receipts: Required Documentation
Business Purpose Quick Guide
Completing the Expenditure Voucher Form
Completing the Travel and Entertainment Form
Lost or Missing Receipts
Meals Quick Guide
Prompt Payment Checklist
Submitting Expense Reimbursements
Travel Receipts: Required Information
Traveling Domestically: What You Need to Know
Traveling Internationally: What You Need to Know
Travel Advance Form
Travel & Entertainment Voucher through December 31, 2013
Travel and Entertainment Expense From travel as of January 1, 2014
Departmental Expenditures Authorization Form
Student Organization Expenditure Authorization
Employee versus Independent Contractor Checklist
Expenditure Voucher Form
Family & Guest Travel Form
Foreign National Information Form
International Travel Authorization Form
Individuals and groups traveling abroad and using WFU funds are required to complete International Travel Information Forms available from the Center for International Studies website.
IRS Tax Forms
W-8BEN Certificate of Foreign Status-Individuals
W-8BEN Certificate of Foreign Status-Entities
W-9 Request for Taxpayer Identification Number and Certifications
Policies & Procedures
Payment Approval Procedures
Business Expense Policy
Charitable Contributions Made by the University Administrative Policy
Charitable Contributions Made by the University Administrative Procedure
Donations & Gifts Tax Guide
Human Research Subject Payments (Administrative Guide Memo)
Personal Service Tax
Providing a WFU Tax Exemption
Sales and Use Tax
Travel, Meals and Entertainment Policy
Wire and ACH Processing