Policies and Procedures Manual
||CMP 425-02: Foreign Wire
To describe policies and procedures for sending foreign wire
All university Dept/Units
Foreign wire transfers can be processed if other forms of payment are
not accepted by the vendor (e.g., check or
purchasing card). Foreign wire payments must be processed
through the Accounts Payable department according to the procedures
outlined in the procedure section below. Prior to purchasing
goods/services from a foreign vendor through Accounts Payable, the vendor must submit the
necessary Nonresident Alien forms and be registered in the Advantage
Financial System according to NAU policy
Nonresident Alien Independent Contractors and Other Foreign Entities.
If the purchase of goods or services from a foreign vendor cannot be
made on a purchasing card (see see the
Purchasing Card web page), the
goods and/or services can be purchased through an
Requisition document (RQS) or
Departmental Purchase Order document (PD) in accordance with
Purchasing Policy. In addition, if the payment is travel related
(e.g., conference registration), the purchase can be made through a
Travel Authorization document (TA). To request that the
purchase order be paid by a foreign wire transfer departments need to do
- On the RQS or PD document (see purchasing guidelines on which
document to use), departments must enter the special instruction
code 94 – Foreign Wire Transfer on the special instructions page.
In addition, departments must pay close attention to the Object and
Sub Object code they are using on their RQS or PD document. If
services provided by the vendor are performed outside of the United
States, a 1099 reportable Object/Sub Object code should not be used
(lookup both codes on the OBJ and SOBJ page codes respectively or
Object/Sub Object List).
- If the payment is to be made in a foreign currency, departments
will need to estimate the USD amount on their RQS or PD document
based on foreign currency conversion websites such as
- If the
Foreign Currency Wire Transfer
Request form isn't on file with the Purchasing Department, it
must be completed and sent to Purchasing at least 3 days prior to
requesting that the vendor invoice be processed by Accounts Payable.
This form must be complete and legible or it will be returned to
the department/vendor (please fill form electronically if at all
- Vendor invoices forwarded to Accounts Payable must include a
note to pay by foreign wire transfer.
- If Accounts Payable does not know to process the invoice for
payment by foreign wire transfer by 1 & 2 above, the payment will go
out as a check.
- The invoice processed through Accounts Payable will include a
wire processing fee of between $15 and $35. In addition, if
payment is in a foreign currency, the wire amount in USD will
reflect the exchange rate at the time the wire was processed.
Both the wire fee and any foreign exchange fees will be processed as
an over/under payment on the Invoice document (IN) against the
purchase order accounting lines.
For purchasing transactions information, see the
Purchasing Services Policies and Procedures Manual.
Or contact the Purchasing Services Office at 523-4557.CMP 401-01: Disbursement
CMP 425-01: Nonresident
Alien Independent Contractors and Other Foreign Entities
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