payment request form is used for either of the two purposes: to have a buyer pay the price of a seller’s goods and services, and for requesting within a company or an organization that a payment is needed to be provided to a supplier of the company’s merchandise and materials. Additionally, the payment request should always have the details of the purchased goods and services regardless of the purpose and intention of using the form.

Payment Request Form in PDF

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Varieties of Payment Request Forms

Since a payment request form itself has two different purposes, it must also have varieties in order to cater to the needs of the users. Below are some of the common varieties that companies, organizations, and merchants can use for their business transactions with other parties:

1. Additional Pay Request Form – This is suitable to be used by a requestor who wants to obtain a payment due to the additional or extra service hours that he was able to complete in a company or organization. The user of the form should disclose his general information which includes his identification card number, primary function or job title, and the department that he is located as part of the first section of the form. The second section indicates the requesting department or the department where the requestor provided the extra hours of service.

The payment information for the request is the subject to be completed on the form’s third section which must have the start and end dates for the services, the total number of work hours, the amount and number of payments, and the total amount that the company is requested to compensate to the requestor. The funding source of where the payment will be obtained from should also be stated in detail on the form such as the type of activity or project which supports the services of the requestor and the name of the group who sponsored gifts and financial donations for the company. You may also see sample service request forms.

The last three sections of the form are the justification section, approval section, and the committee decision section. The reasons and the explanations of why the extra hours of services were required to be fulfilled and paid will be highlighted in the justification section while the approval and committee decision sections are the areas where the signatures of the requestor and the involved department authorities will be collected to imply an approved request. You may also see sample action request forms.

Additional Pay Request Form

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2. Community Options Payment Request Form – This type of payment request is quite identical to the aforementioned additional pay request form; however, the difference is that it focuses on community activities and services that the requestor has provided or will be providing. One part of the form that is not found in the previous document is payment method that the organization will be choosing to grant the payment to the requestor.

If the requestor’s business and residential address are different, then both of the addresses must be stated in the form in order to ensure that the payment will be received by the requestor. In addition to this, an invoice form supplied by the vendor or the partner merchant and provider or the requestor is also necessary to be enclosed with the form to validate the request.

Community Options Payment Request Form

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3. Contractor Payment Request Form – A contractor for a construction project is the requestor who will be using this type of payment request form. The contractor must provide the details of the construction project such as the project’s name and location, and the period of when the project needs to be completed. An analysis section is indicated on the form which has the amount that the client of the contractor must pay for the change orders that were mandated within the duration of the contract and the payments that were already previously provided to the contractor.

The balance due for the payment of the project is also written on the request form which is followed by the certifications of the contractor and his managers, as well as the inspector or the authorized representative of the client who’s hired to check and inspect the construction timeline and payments. An estimate form is also significant to be completed and attached to the request form. This additional document is to enlist the items that are to be included as part of the payment to be handed to the contractor.

Contractor Payment Request Form

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4. Retroactive Payment Request Form – Compared to all the aforementioned forms, this document is to be used by any employee of a company who wants to obtain a payment for his/her overtime and extra working hours. The form has a simple layout which includes a set of instructions to guide the employee in completing the required fields. An employee information section must have the employee’s name, identification number, and the funding department where the employee addresses his/her payment request.

The reasons for the employee’s request should also be disclosed in the form along with the pay period of the employee, the total number of hours that he/she will be paid, his hourly rate, and the grand total of the amount that the company will have to provide for the employee’s services. The accompanying document that must be enclosed with this form is the employee’s tracking form or the timesheets compiled by the human resource personnel of the company. This document will serve as an evidence that the employee indeed worked more than his/her regular working hours in the period stated on the payment request.

Retroactive Payment Request Form

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Different Formats to Use for Payment Request Forms

Choosing the right format to use for creating and preparing payment request forms is essential for any company, organization, and service or goods provider. Three formats are applicable for this form since it deals with tons of different computations for payments and other numerical values. The first and the least complicated is having a payment request form in DOC or word document format. This format focuses on texts and tables wherein the creator of the form and the addressed users will be able to easily manipulate its layout. You may also see employee advance request forms.

Payment Request Form in DOC

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The second and the easiest to be accessed is a payment request form in a portable document file format or PDF. This type of format can be opened by anyone without the need to download any application software to access and complete the form. One known benefit that an organization will obtain when using this format is that it allows them to encrypt the fields and incorporate codes to have the entries of the user be sent directly to their records and documentation system. You may also see sample work request forms.

Payment Request Form in XLS

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Lastly, the third and the most complicated yet the most functional is a payment request form in a spreadsheet or Excel format. When using this format, an organization will be able to assign mathematical formulas easily in summing up the payment needed for every request. Minimizing the time to achieve an exact computation will help any organization to process the request faster and with ease. You may also see sample event request forms.

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