Which documents do I need to provide for payment?
- Original invoices
- A copy of the purchase order or number indicated on the invoice
- A copy of the delivery note
- Individuals are required a copy of their ID or passport
Important: We will not make payments from a purchase order or contract.
Can I submit a photocopy or fax of the invoice to be paid instead of the original document?
In order to avoid duplicate payments, the Accounts Payable division requires originals. If the original document is lost or not obtainable, a photocopy or faxed copy can only be submitted together with a signed statement by the preparer or approver that the payment was not already requested.
Can the university make wire payments to a vendor/individual? How is that process?
Wires are processed by our Treasury Services Unit. Beneficiaries inside Qatar who request their funds to be electronically transferred to their bank account must provide a copy of the bank ID card/letter where the beneficiary’s name, account number and bank name are shown.
Transfers to banks outside Qatar: beneficiaries must submit, together with the invoice/payment request, the following information about the account/bank to which the wire transfer should be made to (* mandatory):
- Bank Name *
- Bank Address
- Country *
- Account Number *
- Account Name* and Address
- SWIFT Code *
- Sort Code (UK only)
- Routing Number/ ABA Number (US only)
- IBAN (European countries, Lebanon, KSA, and Kuwait)
A confirmation email is sent to the requester and the supplier as soon as the wire transfer is processed.
Are approval rules different for an expense on a grant or on a contract?
The Office of Academic Research approves all personal reimbursements and procurement charges, even if the expense is made by the Principal Investigator (PI). All expenses must also be approved by the PI. Grant expenses are also reviewed (not approved, though) by the Project Grant & Contract Accounting Division (also part of this Finance Department) which ensures the adequate funding and the cost’s allowability.