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Purchase Orders
Procedures
for all purchases are found in Institutional Directive 3-4. Purchase
orders are processed by Thomasine Lybrand. Procurement problems will
be directed to her. All change orders are submitted to Thomasine
also. Note: Only on-line requisitions will be
accepted. We are anticipating
going to a total online requisitioning process very soon. Training will be available to all requisitioners.
Check Requests
Must be prepared for all purchases over $50 but less than $200. Must
have order form or receipt attached along with any other
documentation needed. Appropriate approvals must be obtained from
Department Heads, Vice Presidents or Budget Managers prior to
submitting to Teresa Smith, Senior VP. Checks are routinely written
once a week on Wednesday.
Note: Only on-line
check request forms will be accepted.
Out of State Travel Approvals
Approvals must be obtained from Department Heads, Vice Presidents,
Budget Managers and then submitted to President’s Office for final
approval before submitting with any travel documentation. A copy will
be forwarded to Cheryl McFarland to keep on file for all
reimbursement requests.
Reimbursement requests must have a copy attached for
documentation. Note: Only on-line Out-of-State Travel
Forms will be accepted.
Travel Reimbursements
Must be completed and approval signatures obtained prior to submitting
to Teresa Smith, who is responsible for insuring the accuracy of the
reimbursement. Note: Only
on-line travel support documents will be accepted. Checks are processed once a week on
Wednesday.
Invoices
Must be submitted to Accounts Payable Technician, Kim Cox, along with
any necessary documentation for the processing of a payment. Invoices
are paid when all items are received and complete. Partial invoices may be paid only
when all items on the invoice are received and approved. Note: We are anticipating an online
receiving
process within the next
year.
Petty Cash
Reimbursements
There are
instances where employees are allowed to purchase office supplies and
other items that are small in value and receive petty cash for
reimbursement. The Business
Office is responsible for any petty cash reimbursements. However, all requests for cash are
done after the fact and must have an original receipt that has been
signed by the appropriate budget officer and must have the index and
account number where the item will be charged. Receiver must sign a petty cash
slip authorizing that money was received.
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