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EFT / Wire Transfer Requests for Grants

EFT / Wire Transfer Requests – to send money to vendors, contractors, lecturers, speakers for payment.

Before you begin: 

Wire Transfers may be requested for the following reasons:

  • International payments
  • When a vendor/payee only accepts a wire for payment

Wire transfers should only be used as a method of payment if check or ACH payments are NOT accepted by the vendor/payee.   To make a payment via check  please use one of the following methods:

Requests must be made no less than seven days prior to the date on which the wire is to be sent.

Grant Wire Transfer Request

  • To request a payment to a vendor, contractor, lecturer, speaker, first complete a Grant Wire Transfer Request (eform)  To open the eform in a new tab, right click the link and select “Open Link in New Tab”.  See step-by-step instructions.
  • Enter Grant Primary Investigator (PI) name and email
  • The Approver is prepopulated.
  • Complete the form with all required information. Step-by-Step instructions
  • In order to process the Wire Transfer Request, the vendor or contractor must have completed a W-9 or a W8-BEN:
    • The Requestor is responsible for the W-9 or W-8BEN to be provided from the Beneficiary.
    • Requestor should email to Beneficiary (of the wire)  Submit W-9 securely (for domestic vendors or contractors) OR Submit W-8BEN securely (for International vendors or contractors)
    • Once completed the W-9 or W-8BEN tax form is automatically routed to Macalester’s Accounts Payable department.
  • Once the form is completed, it will be automatically routed:
    • First to Grants Accounting
    • Next the Approver
    • Next to Accounts Payable – to await the W-9 or W-8BEN from the vendor.
    • Next to the Associate VP of Finance who will process the wire transfer from Macalester’s bank.
  • Once each role has completed their portion of the wire transfer, the completed form will be sent as a completed PDF to the Requestor and Approver via email.

If you do not receive the completed PDF in a timely manner, open the acknowledgement email regarding the form.  Here, you will be able to view the signatures to see who hasn’t signed, and you can contact them to bring their attention to the request.  See Form Notification & Checking Form Status for more information about form notifications

Viewing the Wire Transfer transaction
  • Once the transaction is complete, the Wire Transfer transaction will be viewable within the Finance Reporting via Argos under the FOAPAL the Wire Transfer was charged to.

Contact the Grants Accountant if you have questions.