Campus Requirements List

Minimum Requirements for All KU Payment Requests

Please review the below minimum documentation requirements and check the drop down to determine if your request may require additional information to process.

• Itemized Receipt: This document must match the amount being requested for payment.
  • Document presented must be a receipt, invoice, or other KU/KUCR approved form that provides itemized details of what goods or services were purchased. Bank statements or other statements that do not itemize the purchase are not acceptable.
  • Please be aware that KU/KUCR are exempt from sales tax in Kansas and Missouri. Present appropriate documentation to vendor as sales tax cannot be paid using State or grant funds. Click below to find the appropriate exemption forms
    • KU-KS Sales Tax Certificate, KU-MO Sales Tax Certificate, KUCR Tax Exemption Request form
• Business Justification: A Valid business justification should answer questions such as "What was bought?", "Why/how this expense benefits KU/KUCR mission/research?"
  • General Example: "Purchased poster board supplies at Target for Student Outreach presentation while at a conference."
• Funding: Funding minimum requirements are Cost Center and Fund.  Project numbers are required for research payment requests. Other options include a chartfield value if your unit uses them.
  • Example: [cost center]-[fund]-[KUEA Account #]-[Project #]
• Sponsored Research split funding requires more detailed data:
  • If any payment request is using multiple sources of research funding, then additional justification would be required to explain how payment split was determined. This includes Funds such as 717, 718, 720, and all 9X8 funds.
    • As an example, for a request that is split between two research funds 50/50 then the below justification would work:
      • "The (specific research supplies) purchased will be equally used by each research team."
• For travel expenses, in addition to the information above, please provide:
  • Travel Request number and purpose of the trip
    • If trip is In-State only then the Travel Request number is not required.

Additional Requirements

Choose a category to view the requirements for an expense type.