Use International Wire Transfer

Step-by-Step


Procedures for Paying a Vendor with a Wire Transfer

Important Reminders:
Wire transfers can only be used to pay international vendors with or without a domestic bank account and/or cannot accept practically accept payment via other means. Mason preferred payment methods are P-Card, ACH, or check. Invoices will be paid in accordance with the Virginia Prompt Pay Act. Please submit the form along with the invoice and other documentation that supports the payment and the banking information to Accounts Payable via email at apforms@gmu.edu or campus mail at MS 3C1.

  1. If the order/service provided is subject to competition, it must go through eVA and needs to be entered in the USD equivalent. Do not use the currency options available in eVA.
  2. Complete the Wire Transfer Form.
  3. Attach the following to the form:
    1. Vendor invoice (if applicable). 
    2. All supporting documentation, including an email from the vendor confirming the banking information for the transfer (if not included on the invoice).
  4. Submit the completed form and documentation to Accounts Payable at MSN 3C1 or Fax to 703-993-2589.

International Wire Transfer Form Instructions

  • Section A: Requesting Department Information
    • Dept. Name: Enter the name of your department.
    • Contact Name: Enter your name as the person Accounts Payable can contact with questions.
    • Phone Number: Enter your work telephone number.
    • Email address: Enter your work email address.
    • Fund/Org and account code to be charged: Enter the Fund or Organization (5 or 6 digits) and Account code (5 digits) to be charged. If there is an activity code associated with the charge, enter it here. A complete list of account codes is available online at: http://fiscal.gmu.edu/expenditure-account-codes/
    • Purchase Order: Enter the PO# if applicable. Orders for goods or services may be required to be ordered/documented in eVA in cases where the purchase is subject to competition. For additional details see the Purchasing Snapshot or email Purch1@gmu.edu with any questions.
    • Signature of Approving official for Fund/Org: signature of the approving official for the Fund/Org is required. Include printed name and title of the approving official.
  • Section B: Payee Information
    • Payee G Number: Enter the payee G number. If it is a first-time payee, contact the vendor and ask them to complete the Substitute W9 or W8 form. The completed form is sent to papadmin@gmu.edu for vendor creation.
    • Payee Name: Enter the name as it appears on the account
      Check the appropriate box related to the immigration status of the payee

      • If the payee is a nonimmigrant visa holder or Foreign Entity, and the activities are conducted in the United States, indicate visa status and send the form to International Tax, MS4B2. Contact the International Tax Coordinator at ext. 3-5223 or intlacct@gmu.edu for additional information regarding payments to nonimmigrant visa holders
      • If the payee is a non-U.S. citizen OR non-US Lawful Permanent Resident or Foreign Entity and activities are conducted outside the United States, send the form and the Statement for Services Completed Outside the U.S to International Tax, MS 4B-2.
      • Contact the International Tax Coordinator at ext. 3-5223 or intlacct@gmu.edu for additional information.
    • Address: This field is optional. If the address is entered, you must enter the full street address, city, state and zip code
  • Section C: Domestic Wire Information

In most circumstances, Accounts Payable will not wire payments to domestic vendors. Please see our ACH option (Paymode-X). Please contact Accounts Payable at 3-2580 for unusual situations.

    • Amount: Enter the amount of the request in U.S. dollars and cents. If the amount is over $5,000, Purchasing will need to approve the request.
    • Bank Name: enter the receiving financial institution name.
    • Bank Account Number: enter the payee bank account information.
    • ABA Routing Number: Enter the bank ABA routing number.
    • Date Wire required by: Enter the date that you would like the payment to be disbursed. Vendor invoices will be paid in accordance with the Virginia Prompt Pay Act.
    • Memo Reference: Use this section to provide AP with any special request. Otherwise, it can be filled with the vendor invoice number.
  • Section D: International Wire Information
    • Amount and Currency: Enter the amount of the request. AP can process the wire transfer either in U.S. dollars or in several foreign currencies (EUR, GBP, etc.). If the amount is over $5,000, the Purchasing/Chief Procurement Officer will need to approve the request.
    • Bank Account Number: Enter the payee bank account information.
    • US corresponding Bank Name and ABA #: This field is optional. You can leave it blank if the information is not available.
    • International Bank Name and SWIFT/ IBAN code: enter the Beneficiary Financial Institution Name and the SWIFT/IBAN code.
    • IRC- International Routing Code: Required by certain countries which are highlighted in the next pages)
    • Country: enter the name of the country.
    • Date Wire required by: Enter the date that you would like the payment released. Vendor invoices will be paid in accordance with the Virginia Prompt Pay Act.
    • Memo Reference: Use this section to provide AP with any special request. Otherwise, it can be filled with the vendor invoice number.

 

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