CU Marketplace Non-PO Voucher Payment Reasons and Invoice Number Format Quick Guide

This Quick Guide lists all the Payment Reasons available when you create a Non-Purchase Order (PO) Voucher in the CU Marketplace and provides details about each one. Refer to the Creating Non-PO Vouchers in the CU Marketplace Job Aid for details on creating Non-PO Vouchers.

Procurement Initiators and Approvers must verify that the Voucher submitted in the CU Marketplace has not already been paid by Columbia University before proceeding with submission. Individuals with approval authority are ultimately responsible for ensuring that their approval decision prevents any duplicate payments.

Payment Reasons and Supplier Invoice No.

When creating a Non-PO Voucher, you must select a Payment Reason (refer to the Payment Reasons table below for all available options and descriptions) and enter a Supplier Invoice No.

For the Supplier Invoice Number, enter the invoice number provided by the Supplier.

If an invoice number is not provided, enter the document date (or today’s date) + Total Gross Amount, including cents (MMDDYYAMOUNT) – do not include $ sign. For example, if the date is July 1, 2025 and the total gross amount is $800.00, enter the invoice number as 07012580000.

Vouchers for some Payment Reasons require specific invoice number formats. The Payment Reasons table below will indicate the Supplier Invoice Number format.

Payment Reason: Advance Reconciliation
Description: Use to reconcile Prepayment Vouchers. Refer to the Prepayment and Advance Reconciliation Vouchers in the CU Marketplace Training Guide. Supplier Invoice No Format: Original Prepayment Voucher invoice number +R1 (R2, R3, for each incremental reconciliation).
Supplier Invoice No. Format: Original Prepayment Voucher invoice number +R1 (R2, R3, for each incremental reconciliation)

Payment Reason: Fellowship/Scholarship/Stipend Payment Request
Description: Use to pay a student for a scholarship, fellowship, or stipend
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Foreign Vendor Reimbursements Payment Request
Description: Use to pay expense reimbursements to foreign payees
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Forgivable Loan Payment Request
Description: Use to pay an employee a loan payment as part of the Housing Assistance Program (HAP2)
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Invoice
Description: Use to pay invoices for both Non-PO Voucher and PO Voucher invoices. Whenever you receive an invoice, you should select Invoice as the Payment Type except for some payment requests types as indicated. Supplier Invoice No Format for Utility Bills, Pitney Bowes. and Unitex where invoices are submitted with an account number but no invoice number: Month Year + Account No. MMYYACCOUNT
Supplier Invoice No. Format: Invoice Number on Invoice If no Invoice Number on the Invoice MMDDYYAMOUNT For Utility Bills, Pitney Bowes. and Unitex where invoices are submitted an invoice number but with an account number,, use:
Month Year + Account No.
MMYYACCOUNT

Payment Reason: Legal Fees Payment Request
Description: Use to pay legal fees. If you receive an invoice, use Invoice as the Payment Reason.
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: LRAP (Loan Repayment Assistant Program) Payment Request
Description: Law School only. Loan repayment to students interested in becoming public interest lawyers.
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Note Taker Payment Request
Description: Use to pay a student note taker
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: OGC
Description: Used only by OGC (Office of the General Counsel)
Supplier Invoice No. Format: Invoice number. If no Invoice Number on Invoice use MMDDYYAMOUNT

Payment Reason: Pay Card Funding (US Bank Only)
Description: Use to fund a bank pay card. Supplier Invoice No Format: Card Type (Rewards or Focus) + Department Number + Unique Number. The Unique Number can be any value which the Department assigns to the invoice for their tracking purposes. REWARDS680000X123
Supplier Invoice No. Format: Card Type (Rewards or Focus) + Department Number + Miscellaneous Number REWARDS680000X123

Payment Reason: Petty Cash Closure
Description: Use to close out a Petty Cash Fund. You must obtain approval from the Controller's Office before AP approval. Refer to the Submitting a Petty Cash Closure Voucher in the CU Marketplace Job Aid. Supplier Invoice No Format: Document Date (or Current Date) and “0” for the zero Voucher MMDDYY0
Supplier Invoice No. Format: Document Date (or Current Date) and “0” for the zero Voucher, MMDDYY0

Payment Reason: Petty Cash Establishment
Description: Use to establish a Petty Cash Fund. You must obtain approval from the Controller's Office before AP approval. Refer to the Submitting a Petty Cash Establishment Voucher in the CU Marketplace Job Aid.
Supplier Invoice No. Format: Document Date (or today’s Date) + Total Gross Amount of Invoice MMDDYYAMOUNT

Payment Reason: Petty Cash Replenishment
Description: Use to replenish funds in an established Petty Cash account. Refer to the Submitting a Petty Cash Replenishment Voucher in the CU Marketplace Job Aid.
Supplier Invoice No. Format: Document Date (or Current Date) + Total Gross Amount of Invoice MMDDYYAMOUNT

Payment Reason: Prepayment
Description: Use when you need to make an advance payment to a supplier. Use Advance Reconciliation Vouchers to reconcile a Prepayment Voucher. Refer to the Prepayment and Advance Reconciliation Vouchers in the CU Marketplace Training Guide
Supplier Invoice No. Format: Invoice Number on Invoice If no Invoice Number MMDDYYAMOUNT

Payment Reason: Prizes and Awards Payment Request
Description: Use to pay an individual or entity a prize or award
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Refunds Payment Request
Description: Use when making a refund to a person or entity
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount of MMDDYYAMOUNT

Payment Reason: Registration Fees/Membership Fees Payment Request
Description: Use to pay registration or membership fees
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Resident Advisor Payment Request
Description: Use to pay a resident advisor (normally a student)
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Subject Study Payment Request
Description: Use to pay an individual for participation in a study
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Union Dues/Benefits Payment Request
Description: Primarily used by CUHR Benefits. Use to pay union dues or benefits.
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: Visa Application Fees Payment Request
Description: Use to pay the US Department of Homeland Security for visas. Call for pick-up should be selected for these payments.
Supplier Invoice No. Format: Document Date (or today’s date) + Total Gross Amount MMDDYYAMOUNT

Payment Reason: ACH Debit
Description: DO NOT USE
Supplier Invoice No. Format: DO NOT USE

Note: To pay honoraria and associated expense reimbursement, use Candex in the CU Marketplace to submit a Requisition. Refer to the Paying Honoraria Quick Guide for instructions. For more information and examples, refer to the Payment of Honoraria policy.

CU Marketplace Non-PO Voucher Payment Reasons and Invoice Number Format Quick Guide

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