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Written by Megan Salter
Efficient management of vendor payments is key to maintaining smooth departmental operations at NC State. The One-Time Supplier Request process offers a streamlined alternative for specific, non-reportable payments, such as reimbursements, student payments or small stipends, without requiring the vendor registration handled through PaymentWorks. However, because these records are strictly limited to a single use and specific payment types, understanding the eligibility requirements and documentation standards is essential.
When to Use a One-time Supplier Request
The following information outlines when to use a One-time Supplier Request, what documentation to provide, and when a supplier must complete a registration to ensure compliance with university policy.
One-time Supplier Requests can be used for the following:
- Reimbursements
- Payments to middle and high school students
- Refunds
- Award, incentive or participation stipends up to $599.99
What You Should Know
- One-time Supplier records can be used only once and are inactivated once the voucher or travel authorization is created. If a supplier will receive more than one payment, they must complete a vendor registration in PaymentWorks.
- When submitting a One-time Supplier Request, you are required to upload a document confirming the reason for the payment, the supplier’s name and the supplier’s address.
- Departmental documents, emails, receipts, agendas, invitations, etc., are all acceptable for confirming the payment reason.
- W-9s, passports and documents containing sensitive data are not acceptable and should not be uploaded.
- One-time requests can only be paid by check. Suppliers who prefer direct deposit (Automated Clearing House, or “ACH”) or cannot accept checks in U.S. dollars must register in PaymentWorks.
- One-time Supplier Requests cannot be used for goods, services or honorariums, even if the supplier will only be paid once. These purchases and payments require additional documentation; the supplier information must be entered and verified in PaymentWorks.
- Make sure the individual or company you are submitting a request for does not already have a record in the Supplier Center. Refer to the instructions for how to Determine Vendor Status.
- Active NC State employees and students do not go through the One-time Supplier Request process.
Please contact the NC State SIM Team before submitting a request for a One-time Supplier that is not listed under the acceptable reasons. Instructions for submitting a request can be located in the Supplier Information Manual for Campus. We invite you to register for Supplier Information 101 to learn more.