Payment Request Form

Fiscally sponsored projects who need to request reimbursements or direct payments to contractors/vendors should complete the payment request form below.

If you’d like some guidance, review the instructions for completing this form.

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Instructions

Page 1

  • Amount Due: Full amount to be paid.

  • Payee: The name of the person or vendor who will receive this payment.

  • Address: Mailing address to which this payment should be sent.

  • Description for Payee: This is for the payee’s reference, like a “memo” line. This will be included on the payment.

Page 2

  • Payment Type: Most requests should be “regular check processing,” unless you have already set up ACH or credit card payments with YWCA. If this is an emergency need (i.e., a service will be shut off or programming will otherwise suffer if payment is not made immediately), then also be sure to provide the date payment is needed by.

  • Purpose of Payment: Identify what the payment is for (i.e., office supplies, contracted hours, equipment, space rental) and why it is necessary. If your program has a grant to cover this expense, include the grant name here. Otherwise, funds will be taken from your program’s general fund.

  • Program Providing Payment: Put your fiscally sponsored program’s name here.

Documentation:

This form will convert all uploaded files to PDFs. Before uploading, please make sure that your files are appropriately sized and legible. Sometimes the formatting on spreadsheets becomes very strange when uploaded so, if possible, save any spreadsheets to PDF format FIRST before uploading to make sure they are properly formatted.

The following documentation should be included with your request:

  • Reimbursements: Documentation of payment (i.e., receipt that shows payee, item/service purchased, and amount).

  • Vendor Payments: Official invoice or contract, and any other documentation that supports the request (e.g., lease, statement of work, timesheets, etc.).

  • W9. This is required for any non-corporate vendors or independent contractors. It is not required for reimbursement requests or payments to corporate vendors. If YWCA already has a W9 on file for this payee, you can check the box indicating this instead of re-attaching the form.