Wayne State University

AIM HIGHER


Dean of Students Office
5221 Gullen Mall
351 Student Center
(313) 577-1010
doso@wayne.edu


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HOME > SPECIAL PAYMENT AUTHORIZATION (SPA) REQUEST

SPECIAL PAYMENT AUTHORIZATION (SPA)
Online Request Form

Please complete this online request for the Dean of Students Office (DOSO) to type a SPA form for your organization.

After the form is typed, we will notify you to come to our office.

In order to complete this process you must provide the following things:
  1. An authorized signer for your group must come to the DOSO, Room 351 Student Center to sign the form;
  2. The signer must also bring the proper paperwork to attach to the form (see the rules posted below for info regarding the correct documentation you will need).
Note: If you prefer to type the form yourself, you may come into the DOSO with your paperwork and use our typewriter.
   
1. PAYEE (Person or vendor/company to be paid):
Do not use acronyms
 
 
2.  
 
3. Type the complete home address of the PAYEE:
  Street Address:  
  City:  
  State:  
  Zip Code:  
 
4. Contact Information:
Contact person must be an authorized signer and not the payee
 
  Your Student Organization's Name (do not use acronyms):
 
  Your group's campus address:
 
 
Your Name:  
  Your personal telephone number:  
  Your personal E-mail address:  
 
5. If a WSU student is receiving reimbursement or an advance for expenses, please provide the student's 9-digit WSU Identification Number:
 
6. If a person/agency/company is being paid for goods or services, please provide their social security number or federal tax ID and address on the W-9 (http://www.irs.gov/pub/irs-pdf/fw9.pdf) that you will submit after signing the SPA in the DOSO office.
 
7. Description of the Commodities or Services you are requesting. Please answer the following questions about your SPA request.

Our organization is sponsoring a (description of service/payment/honorarium):

on (date of event):

between the times of and
at (location of event): .
Provide any additional information about the program/service/payment (i.e. payees expertise, itemization of goods purchased, or services performed):

 
8. Unit Price (if buying multiple items of the same type):

9. Total amount of payment (unit price x number of units):

 
10. Account Number (must be a General Fund, Agency Account or Gifts Account on file with DOSO):
 


The following rules apply for funds requested from an agency account:

  1. A SPA requesting a check to a vendor (please provide the vendor’s entire name, no acronyms) must have a quote or invoice attached to the SPA.  If this is a new vendor who has not been registered with the University, a signed W-9 form (http://www.irs.gov/pub/irs-pdf/fw9.pdf) from the vendor must also be attached. A federal tax ID number must also be provided and typed in;

  2. A SPA requesting reimbursement to a member of the organization must have original receipts correctly adding up to the dollar amount requested on the SPA.  Copies of receipts will only be accepted if the group needs the receipt for warranty or return purposes. Reimbursements require the student who is to be reimbursed to provide their University student identification number typed under the “Payees Social Security Number” on the form;

  3. A SPA requesting an advance for a member of the organization must itemize the vendor(s) and amount(s) of funds to be spent.  SPA advances of more than $250.00 must have the form countersigned by the advisor of the organization (not a DOSO staff member) to confirm the legitimacy of the request and assure that the funds received will not be used for personal gain of the recipient  Advances require the student who is to be reimbursed to provide their University student identification number typed under the “Payees Social Security Number” on the form;

  4. A SPA awarding a student a cash prize must include a W-9 (http://www.irs.gov/pub/irs-pdf/fw9.pdf) since the University will provide a tax receipt to the payee and notify the federal government that this is taxable income.

  5. A SPA requesting an honorarium must include a W-9 (http://www.irs.gov/pub/irs-pdf/fw9.pdf) containing the social security number of the Payee, their home address and a completed tax ruling form.
     
    ONCE YOU SUBMIT THIS REQUEST:
    You will be contacted within 2-3 business days after submission to come in and sign and submit additional paperwork.  Checks are cut within 2 weeks for agency accounts and 4 weeks for general fund accounts once the signed form with all paperwork has been submitted.