Division of Campus Life

Student Activities

Payment Chart

Outlines what is required for different types of payments.

Breadcrumb

Below you can find the necessary steps and relevant forms for processing payments.
Type of Payment	Required For Payment
Guest Speaker	Speaker needs to complete the Supplier/Miscellaneous Payee Registration Guest Speaker Agreement Form – signed by both parties before the engagement Invoice from speaker A Financial Signatory will need to submit the fully executed Guest Speaker Agreement, and Invoice via the Reimbursement/Payment Portal Notes: If the speaker is a Brown employee, please consult the SAO before making any arrangements. If the speaker is a Foreign National, please refer to the Foreign National Payment section of this chart.
Off-Campus Venue Rental	Vendor needs to complete the Supplier/Misc. Payee Registration SAO Services Agreement/Venue Rental contract signed by both parties before the engagement Invoice from vendor A Financial Signatory will need to submit the fully executed Services Agreement/Venue Rental contract and invoice via the Reimbursement/Payment Portal
Disc Jockey	DJ needs to complete the Supplier/Misc. Payee Registration SAO Disc Jockey Contract signed by both parties before the engagement Invoice from DJ A Financial Signatory will need to submit the fully executed Disc Jockey Contract and invoice via the Reimbursement/Payment Portal Note: If the Disc Jockey is a Foreign National, please refer to the Foreign National Payment section of this chart.
Performance	Performer needs to complete the Supplier/Misc. Payee Registration SAO Performances Contract signed by both parties before the engagement Invoice from performer A Financial Signatory will need to submit the fully executed Performance Contract and invoice via the Reimbursement/Payment Portal Note: If the Performer is a Foreign National, please refer to the Foreign National Payment section of this chart.
Service Vendor/individual outside of Brown	Service provider needs to complete the Supplier/Misc. Payee Registration SAO Services Contract signed by both parties before the engagement Invoice from the service provider A Financial Signatory will need to submit the fully executed Service Contract and invoice via the Reimbursement/Payment Portal Note: If the individual is a Foreign National, please refer to the Foreign National Payment section of this chart.
Service Brown student providing a service (DJ, band, photography, etc)	Student must apply to the Student Activities Event & Miscellaneous Student Workers (REQ197169) position Please refer to the SAO Application Process for Student Services for guidance Student must complete the I-9 verification process Send the completed Student Services Payment Form to SAOFinances@Brown.edu Note: Not all Graduate Students can be paid. Please email SAOFinances@brown.edu before hiring the student.
Service or speaking engagement Brown Faculty/Staff	Faculty and staff may not receive payment for services or speaking engagements due to potential conflicts with existing contracts.
Foreign National Payment	Determine if the individual can be paid by reviewing the Foreign Nationals at Brown Chart. If they can be paid, continue with the next steps. Individual needs to complete the Supplier/Misc. Payee Registration The individual will need to send an email to foreignnationaltax@brown.edu requesting an activation link for Sprintax Calculus. Their email should contain their full legal name and e-mail address. A Financial Signatory will need to upload the appropriate documents based on the type of payment (guest speaker, performance contract, service contract, invoice, etc.) via the Reimbursement/Payment Portal Note: For additional information, please visit the Foreign National Payments and Taxation page
General Reimbursement Brown student or employee	A Financial Signatory will need to complete the Reimbursement/Payment Portal form and upload the receipt. Note: The receipt must show the place of purchase, date of purchase, items purchased, total amount paid, method of payment, and proof of payment. An inadequate receipt will prevent the reimbursement from being processed. Examples of receipts can be found here.
General Reimbursement Non-Brown individual (RISD student, parent, etc.)	The individual will need to complete the Supplier/Misc. Payee Registration A Financial Signatory will need to complete the Reimbursement/Payment Portal form and upload the receipt. Note: The receipt must show the place of purchase, date of purchase, items purchased, total amount paid, method of payment, and proof of payment. An inadequate receipt will prevent the reimbursement from being processed. Examples of receipts can be found here.
Food Reimbursement	Same instructions as above for General Reimbursement (Brown individual and non-Brown individual). In addition, a completed Meals and Hospitality Form will need to be uploaded with the receipt. Notes: Alcohol is not reimbursable. Please adjust the amount due accordingly. Please refer to the Annual Spending Guidelines for more information.
Mileage Reimbursement (personal vehicle)	Driver must become an authorized driver by completing the online Request for Driver Authorization & Training form Complete the Travel Request Form if traveling beyond a 100 mile radius of Brown or engaging in physical activity during the trip The Financial Signatory will need to upload the mileage reimbursement form and a map (Google Maps, MapQuest, etc.) showing the miles to/from, via the Reimbursement/Payment Portal Note: Reimbursement cannot be processed if the driver is not authorized and/or the travel is not approved.
Zip Care Reimbursement	Complete the Travel Request Form Driver must become an authorized driver by completing the online Request for Driver Authorization & Training form A Motor Vehicle Record (MVR) check will need to be completed. The MVR check will be assigned to the driver by the Fleet Manager at Brown. The Financial Signatory will need to upload the receipt via the Reimbursement/Payment Portal Note: Reimbursement cannot be processed if the driver is not authorized, the MVR check is not completed, or the travel is not approved.
Purchase of Goods	Vendor needs to complete the Supplier/Misc. Payee Registration The Financial Signatory will need to submit the invoice via the Reimbursement/Payment Portal Notes: The purchase of goods totaling more than $3,000 will require a Purchase Order (PO). Please submit the quote via the Reimbursement/Payment Portal to begin the process. After the goods are received, the Financial Signatory will need to upload the invoice via the Reimbursement/Payment Portal to initiate payment to the vendor. If the purchase is less than $3,000 and the vendor requires a PO, please follow the same process. For use of the Brown logo, please review the Visual Identity Policy and Strategy policy. Website payments and reimbursements can only be processed if they are on the Office of Information Technology’s approved list.