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Comptroller's Office
University of Pennsylvania
Suite 312 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.898.7593 (Phone)
215.898.0817 (Fax)

[ Individual Disbursement Services ]

C-Form Processing Guidelines

To reduce exceptions which result in added administrative time and extend payment time to suppliers or individuals, it is expected that all C-Forms submitted to IDS will be completed in accordance with policy and procedures. This means the C-Form will be completed accurately and completely, include all required supporting documentation and include the appropriate approval.

In addition, the following information on the C-Form must be typed:

1. Company or individual's name
2. Address
3. Vendor Number (If the vendor is new and needs to be added, type NEW in the vendor number field)
4. Federal tax ID or Social Security Number (ONLY Penn ID for  faculty, staff or students)
5. Invoice date
6. Invoice number
7. Amount to be paid
8. 26-digit account number
9. Explanation of payment

Tips for creating an invoice # if none exits:

• Use the invoice date as the invoice #. Example, date is 10/20/10, invoice # would be 102010 or 10202010, etc.
• Use the date plus the initials of the person/vendor you are paying. Example: You are paying a subject for a study they participated in. Person’s name is Jason Rogers and the date was 4/10/10. Invoice # could be 041010JR or 041010JSNRGR, etc.

UNDER NO CIRCUMSTANCES SHOULD YOU CREATE AN INVOICE # THAT CONTAINS FULL WORDS

AP & IDS employ the following procedures and criteria for handling C-Form exceptions, either by returning C-Forms with exceptions through Intramural Mail or electronically through BEN

Intramural Mail:C-Forms will be sent back to the TAC Holder who embossed it.

• Wrong form used
• Missing TAC and/or signature
• TAC Card has expired
• Total Amount on C-Form is greater than TAC holder limit
• C-Form is a photocopy
• No Vendor # on the C-Form and no W9 attached
• Information on C-Form not typed
• Fields are crossed out and typed over
• White out is used on a field then typed over

Electronically via BEN: C-Forms will be sent back to the TAC Reviewer List
The TAC Reviewer list can be found at the following link: http://www.finance.upenn.edu/ben/benfin/documentation/itac1.shtml

• Missing Invoice #
• Invoice number must not contain “words” it can consist of letters and numbers
• Missing Invoice Date
• Total dollar amount of lines does not equal what is written on the C-Form
• Invalid GL Account
• Duplicate Invoice #
• Name provided on C-Form doesn’t match name in BEN
• SSN # on C-Form does not match what is in BEN

Proper Form Use and Routing

C-Form 368- IDS Form- Request for Payment/Reimbursements Other than Travel- reimbursements to Individuals (excluding individuals paid in foreign currency). This includes reimbursements to foreign nationals (paid in US dollars), students, faculty and staff; human subject payments; independent contractor payments including Attorneys, Architects and Accountants.

C-Form 368- AP Request for Payment- Corporate Suppliers Only

C-Form 368-FD- Request for Payment- Foreign Corporation & Foreign Drafts- This form is to be used for payments to:

• An Individual or Corporation requesting to be paid in a Foreign Currency.
• Foreign companies requesting to be paid in US Dollars.