Payment Requests (BearBuy)

Payment Requests

In BearBuy, activities that do not require a Purchase Order are processed as a Payment Request. Each cost type has different documentation requirements which must be scanned and attached to the Payment Request Form. When a Payment Request Form is submitted, BearBuy automatically generates a requisition which is routed to the department’s approver.

Please refer to the complete list of the Payment Request cost types and required supporting documents.

Please do not use a BearBuy Payment Request for reimbursement of expenses for travel, entertainment, relocation/moving, or any out-of-pocket expenses for common goods (office supplies, copies, etc.). These expenses should be submitted via the Reimburse System.

Please refer to the Payment Request Workflow (PDF) for more information.


1. Log in to BearBuy

2. Select the Payment Request Form

  • Departmental staff should complete the form, scan all required documentation and receipts, attach document images to the online form, and submit the form in the system for approval
  • Please do not forward hard copies of the documents to Accounts Payable, as the electronic images can serve as required documents of record

Using the data entered on the Payment Request Form, BearBuy automatically generates a requisition and routes it to the department’s approver for online authorization.

Privacy Notice

Please do not scan and attach documents containing any confidential information, such as Social Security numbers or Bank Account numbers, to a Payment Request in BearBuy. Please refer to the Data Privacy Job Aid (PDF) for more information on requirements for protecting restricted information.