AP Payment Types

Service providers, suppliers, and non-employees are paid by Accounts Payable (AP). There are a number of different payment types depending on the recipient and situation - continue reading for information. Note that individuals or providers who are paid more than $600 in a calendar year are also generally issued a 1099 Form by the university.

Conversely, all current and recent employees, including student workers, are paid via payroll through Human Resources. Contact your HR Shared Services representative if you need to provide payment to a current employee.

Supplier/Service Provider Payment Options

New suppliers or service providers complete a registration form with the Procurement team where they specify how they would like to receive payment for their goods or services. Suppliers must submit all invoices to the Digital Mail Room. Payments are processed daily at 2 PM for settlements and are issued Net 30.

Suppliers are currently offered the below payment options:

• Check: This is the default option for all payments and has no fees.
• ePayables: E-credit card. The supplier will be charged a merchant fee by their third party. TNS charges no fee.
• Paymode-X (ACH): This program is administered and managed by Bank of America. There are fees associated with this option. Suppliers can enroll by visiting paymode.com/thenewschool. The supplier can contact our Vendor Advocate Team at 1-877-443-6944 (Non-US: +1 207-771-3979) or enrollment@paymode-x.com if they require any assistance.
• Electronic Fund Transfer (ACH or Wire): AP will only issue electronic payments (ACH or wire payment) to foreign individuals and foreign suppliers. ​If an electronic payment is required for domestic individuals/suppliers, please provide an explanation under the comments section in MyNewSource or within a Payment Request Form (see below). Accounts Payable will review your request and advise if electronic payment is approved.

An honorarium may be granted to a Guest Lecturer, Peer Reviewer, or other service provider in recognition of a special service, distinguished achievement, or contribution towards a specific activity of the university. The amount of an honorarium is not representative of the fair value of the contribution made to the university but are pre‐established nominal amounts paid to a person generally less than $2,000. See Honoraria for additional details.

Student Payment Options

• Check: This is the default option for all payments and has no fees.
• Electronic Payments: Electronic payments, such as Zelle, are available exclusively to current students for prize/award stipends through our partner JPM Concourse. Students must have a U.S. bank account and U.S. email address to qualify. Payments to students for services provided to the university are not eligible for this program. See Electronic Student Stipend Payment Program for details.

Honoraria may be issued to active students in recognition of achievements, but not as payment for services.

Gift Cards

Gift cards can be purchased to compensate subjects who participate in grant-funded research. Gift cards cannot be issued to any active employees on university payroll or used to compensate for services rendered. Amazon gift cards are purchased through the Amazon punch out in My New Source. You must specify your business reason in the Comments field when making the requisition, which will be reviewed by AP. Requisitions will be processed once approved by AP. The distribution process depends on the format of the gift card, physical or electronic.

• Electronic Amazon gift cards are the preferred option, which are sent directly to the recipient's email. These cards can be tracked, even if they have not been redeemed, and can be resent to the recipient in cases of email issues. You must provide recipient names before submitting the requisition, and list the supplier name as "THE NEW SCHOOL PURCHASING."
• Amazon physical gift cards are generally shipped to a single location. The list of recipients should be uploaded in the requisition after distribution for auditing purposes.

Payment Request Forms

There are two payment request forms in My New Source used to expedite the transmission of funds for payment of invoices or to students.

Payment Request Form

The Payment Request Form may only be used if you have an invoice that requires an urgent payment or wire transaction. Under normal circumstances, invoices should be sent to our Digital Mailroom for processing. This form cannot be used for Honoraria, IC payments, student disbursements, or if a Purchase Order (PO) was generated for the invoice.

All payments from this form will be issued as check for domestic suppliers, or ACH/wire for international suppliers. See above for details.

Student Payment Request Form

The Student Payment Request Form is used to request student payments that are not for services rendered, employee reimbursement, or the purchase of goods or services. See Student Payment Request Form for details.