Accounts Payable Forms

Honorariums

An honorarium is a gratuitous payment or token of appreciation given for a service or participation in an event where a fee isn’t traditionally or legally required.  For a payment to qualify as an honorarium, the amount must be less than $600 and meet the requirements listed in the Honorarium form in Jaggaer.

Honorariums will only be processed for suppliers who have fully completed registration in Jaggaer as a supplier.

Honorariums Demo – Video (13:56)
How to Submit an Honorarium - PDF

Guest Reimbursement

This form is intended for domestic guest reimbursements. A guest reimbursement is a payment issued to a non-TCU employee or student for out-of-pocket expenses incurred while conducting business on behalf of TCU.

To help minimize out-of-pocket expenses for guests, departments are encouraged to use a TCU University Credit Card (AirCard, Travel Card, and/or PCard) to cover required expenses such as airfare, hotel, and car rental. Purchases made on an employee’s TCU card will appear in Concur and must be cleared by the employee once the expenses are available. See Student, Guest, and PCard Expenses for more information on guest expenses on University Cards. See the University Credit Card Programs page for more specific card-related information.

Submit guest reimbursements individually. Do not include more than one payee per submission.

This form should only be used for:

• Infrequent guest reimbursements (four or less per year), or:
• Reimbursements made to volunteers

This form should not be used for:

• Compensation for services or honorariums (appreciation payments). See Honorariums above for more information.
• Guests reimbursed greater than four times per year.
  • These guests must register as a supplier and provide reimbursement invoices.
  • Provide the Guest Reimbursement Invoice Template where applicable. 
  • Reimbursement invoices are submitted by departments using the Jagger Payment Request form. See Payment Requests below for more information.
• International guest reimbursements.
  • These guests must register as a supplier and provide reimbursement invoices. 
  • Provide the Guest Reimbursement Invoice Template where applicable. 
  • Reimbursement invoices are submitted by departments using the Jagger Wire Request form. See Wires below for more information.

Guest Reimbursement Form Instructions - PDF

Payment Requests

Payment Requests are designed for submitting non-PO invoices ONLY. Payment Requests should NOT be submitted using an invoice for an existing purchase order. Instead, invoices need to be attached to the PO to submit for payment. See Understanding Invoices for more information.

Payment Requests only apply to situations outlined in Appendix B of the Procurement Policy. See Procurement Policies for more information.

Payment Requests also apply to guest reimbursements for guests requiring reimbursement more than four times per year.

Payment Request Demo - Video (18:10)
How to Submit a Payment Request – PDF
Appendix B: Procurement Quick Reference Guide - PolicyTech
Guest Reimbursement Invoice Template - PDF

Wires

The Wire Request form is to be used for international payment requests that require a wire payment, including international guest reimbursements. Domestic wires will be considered on an exception basis by Financial Services.

All wire requests require an invoice with the following information: Recipient name as listed on their bank account, recipient address, and currency unit to be paid. Wire instructions, such as IBAN/Bank Account Number, and SWIFT/ABA Numbers, are also required and are based on the country being wired. Typically, IBAN and SWIFT numbers are used for international wires, while Bank Account Numbers and ABA Numbers are used for domestic wires. The bank information must be provided by the payee, not a TCU employee, and must be typewritten.

All wire instructions, as defined above, must be verbally confirmed with the payee by the TCU department before requesting a wire.

Wire payments to international payees, where services were provided in the US, require Glacier review before payment. Please contact Human Resources regarding Glacier requirements.

Wires will be processed to approved suppliers only.

Wire Request Demo – Video (9:40)
How to Submit a Wire Request – PDF
Wire Request Verbal Confirmation Guidelines – PDF

Returned Requisitions

When a Payment Request, Wire or Honorarium is returned, it's important to identify why, and act accordingly.

How to Identify and Resubmit Returned Requisitions - PDF
Returned Requisitions - Video (3:22)