Invoices and Payments
** Effective March 15, 2013, the Business Office will require this cover sheet to support all invoices, wire payments, and check requests. Download and save the PDF in order to use the interactive (fillable) form.
Please refrain from filling out account numbers. Please use WORDS to describe events, departments, and charges as completely and clearly as possible. Remember that what is obvious to you may not be apparent to the Business Office.
Faculty Assistants are requested to submit forms to Caroline Lukaszewski for review prior to submission to the Business Office.
In the event that the Business Office has questions or concerns, or if this form is missing or incomplete, the Business Office will send a communication via email requesting your compliance by coming in person to the Business Office to make corrections.
Failure to provide this form will result in delayed processing of payments. Must be typed. Handwritten forms will not be accepted.
Download the Invoice Cover Sheet
An invoice is a bill, submitted by a vendor, showing Columbia University as the billing address, with an invoice number, an amount, and a description of services or goods provided. A signature of approval to pay the bill is required from your department.
A check request is made by your department to settle the following types of payments:
- Any bill that is not an invoice (i.e. a document that does not have an invoice number, an account number, or a date of billing)
- Travel expense reimbursement to an individual who is not a University affiliate (e.g. guest lecturer)
- Honorarium, Prizes/Awards
To create a check request, access the form here.
Check and Cash Deposit
Checks must be made payable to “Columbia University.” Checks made out to “CLS” or to the Student Organization name will be returned. Include one full set of copies of the checks.
Questions regarding check deposits can be directed to Anna Lynch-McNamara in the Business Office at 212-854-7070.
All reimbursements require receipts. If this documentation is missing, please fill out this form and attach to the invoice.
Letters of Credit
Letters of credit may be requested from the Business Office for faculty and administrative outings. Please complete and email the following Word document to firstname.lastname@example.org with at least 24 hours advanced notice. Vendors that accept Letters of Credit can be found here. Please follow the following instructions.
All contracts that require any form of signature from Columbia University MUST be directed to Karen Burgos. Under no circumstance whatsoever must any contract or agreement be signed by a staff or student. All contracts must be signed by a designated personnel from the Purchasing department. Please submit contracts well in advance of the event date. Contracts require at least 7-10 business days for review. Certain venues have negotiated master agreements with Columbia University, and therefore can be finalized much quicker. These hotels and restaurants can be found here: Columbia University 2015 Master Agreement List
ACH Direct Deposit
It is strongly advised that all employees and persons receiving reimbursements and miscellaneous payments should sign up for ACH Direct Deposit. (Please keep in mind that this is a different system from Payroll Direct Deposit.) Instructions for requesting ACH Direct Deposit can be found in the attached document. Follow the link to request ACH Direct Deposit here: Request ACH Direct Deposit.