Payments for International Research Projects

There are various options available to researchers and departments for paying for University business expenses that arise from international research or projects—ordered from most preferred to least preferred.

Most preferred options for payment

PCard

The University’s PCard program is a valuable tool for quickly and efficiently managing resources by concentrating low-dollar, low-risk purchases in a less paper-intensive process.

University PCards should be used for any business expense that complies with the University PCard Policy. Common approved expenses that may occur in an international location include office supplies or supplies for research, group meals (but not an individual meal) or groceries for a group, and taxi or public transportation charges. More information can be found at the University PCard website.

In rare cases, where payment by PCard to a payee is feasible but is prohibited by the terms of the PCard Policy, and other options below are impractical or impossible, departments may request an exception to the PCard Policy by completing the PCard Transaction Exception Form process described in the PCard Policy.

Direct University payment

Once a payee is set up as a Supplier in Workday, the University can issue payment to the payee via ACH to a bank account in the United States or electronic funds transfer (EFT) to a bank account in a foreign country (and if needed, in foreign currency).

Payees can be set up us a Supplier in Workday in the following ways:

• Completion of the Supplier Qualification Process through University Procurement and issuance of a Purchase Order; or
• For certain “low-risk” Suppliers, through the Supplier Invoice Request (SIR) process through Accounts Payable.

University Procurement will determine whether a potential supplier should complete the Supplier Qualification Process or whether the supplier can be paid by SIR. For international projects, researchers and departments can contact University Procurement directly, or they can contact Global Engagement for consultation, who can work with departments and University Procurement on payment issues.

For example, researchers and departments should follow University Procurement’s processes to arrangements with independent contractors that will support a research project in a foreign country. Depending on the potential risk of the arrangement, the University will issue a Purchase Order to pay the independent contractor, or the University may be able to pay the independent contractor through the SIR process.

Where the University establishes a Purchase Order or pays by SIR, the University will pay by Direct University Payment, and not by cash, PCard, Credit Card, or any other payment type.

For more information on contracting for services, research, and goods in a foreign location, reference the University’s guidance on Contracts for Services, Research, and Goods in International Research Projects.

Additional option: Work with established local partner

Researchers are encouraged to explore partnership opportunities with local institutions that can assist with payment needs. Trusted local partners (such as collaborating research institutions) are sometimes able to help fulfill various project responsibilities that may be challenging for the University to perform. This includes assistance with local payments or local procurement needs. Local partners may be able to make payments in a foreign country on the University’s behalf, and then invoice the University. A local collaborator may have previously established connections with some of the suppliers/payees with which a researcher plans to engage with their project.

To potentially initiate this option, researchers and departments should first contact our office for consultation on the potential arrangement. We can coordinate with other stakeholder University offices on establishing an agreement with the partner and setting up the partner to receive payments in Workday. In these cases, the University will issue payments to the local partner via ACH to a bank account in the United States or EFT to a bank account in the foreign country (and if needed, in foreign currency).

Can researchers pay in cash (Cash Advance or Personal Funds) or use personal credit for project payments?

Generally, faculty, staff, and students should not pay for local services (including independent contractors) in cash, or use personal funds or credit for local procurement of supplies or equipment, unless it is unavoidable and has been approved in advance by Accounts Payable. Further, managing large sums of cash when abroad may present a personal security risk and should be avoided if possible.

To initiate a request for cash payments, departments and researchers should contact Accounts Payable in advance to discuss cash needs.

If approved in advance, one or more of the following options will be available:

• Cash Advance: Cash may be advanced for international research trips subject to the Business Expense and Travel Reimbursement Policy. For detailed guidance on how to request a cash advance, review the Cash Advance Reference Guide which includes the Cash Advance Request Checklist. Funds may be used for ordinary and reasonable business-related expenses. If the expense will be paid for by grant funds, researchers should know the details of which costs are allowed on those grants.
• Personal Funds/Credit Card: Faculty and staff should the Business Expense and Travel Reimbursement Policy before spending personal funds/credit for business travel or other expenses.

Where Cash Advance or Personal Funds/Credit Card are used, an Expense Report is required to be submitted for the expenses paid in cash. Individuals should take care to log/track those cash expenses in detail so that the amount can be allowed as a business expense for posting to the grant or other University FAO.