APPENDIX TO POLICY

Non Purchase Order Related Payments

Some goods and services may be purchased without a purchase order.  Payments are made by using the University Purchasing Card, itemized Supplier Invoice or Check Request Form.  When there is no itemized supplier invoice and a Check Request Form is used, support documentation must be attached and imaged.  A Supplier’s Statement should only be used when the supplier does not produce individual invoices.

Justification for Purchase

Every payment transaction, including PCard purchases must include a justification.  See Job Aid: Transaction Justification for all Non-Sponsored and Sponsored Transactions.

Non Purchase Order Related PaymentsPayment MethodsRequired Supporting Documentation
Advertising:(Newspapers, Journals, Websites)
  • Employment Ads
  • Event Ads
  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
  • Itemized Receipt
  • Ad Copy
Affiliation Agreements
  • Supplier Invoice
  • Supplier Invoice
Payment of Fees such as:
  • Bank Fees (Not allowed on Purchasing Card)
  • Accreditation Fees
  • Copyright Clearance Fees
  • License Fees
  • Paypal Fees

EXCLUDES SOFTWARE LICENSE FEES

  • Supplier Invoice
  • Purchasing Card
  • (excludes Bank Fees)
  • Supplier Invoice
  • Statements
  • Itemized Receipt
Books

(Excluding rare or valuable book collections - use PO)

  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
  • Itemized Receipt
  • Order Form
Business Lunches
  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
  • Itemized Receipt
Cellular Phone Service for Departments – See Cell Phone Policy for both Individual and department cellular phones.

NOTE: Cellular Phone Services for Individuals are a Personal Liability, University does not pay these. Not allowed as employee reimbursement.

  • Supplier Invoice
  • Purchasing Card – for departmental Phones Only
  • Supplier Invoice

Copy Services

Printing needs PO

  • Supplier Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
Emergency Equipment Repairs
  • Supplier Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
Facility Rental and Events

Payments to hotels and other facilities for Conferences, Banquets, or Facility Rental. (Facility contracts must be reviewed by Real Estate and the Office of the General Counsel (OGC))

No Lodging allowed on Purchasing Card

Catering – Food Service for University Events and Activities (Catering Contracts need OGC Review)

Refreshments – No alcohol unless expressly approved.

  • Supplier Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
  • Supplier Contract
  • For Entertainment Expenses Include:
    • Business Purpose
    • Date
    • Dollar Amount
    • Names and business relationships of those entertained
    • Nature of business discussion
    • Place

**If leasing space, contracts need Real Estate approval.

Film Rental
  • Supplier Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
  • Order Form
Flowers (if allowable)

See Allowable Expenses

  • Supplier Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
Household Moving Expenses for Staff Relocation
  • Supplier Invoice
  • Invoice
  • Moving Expense Form BA 1357
Livestock from Auction
  • Supplier Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
Medical Expenses – Fees for lab or medical services provided by health care professionals

(Equipment/Supplies not included)

Excludes services provided by medical and health care professionals.

  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
  • Itemized Receipt
Membership Fees/Dues
  • Conference Registration
  • Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
  • Membership Form
Newspaper and Magazine Subscriptions and On-line Subscriptions
  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
Passes and Tickets

(Excludes Parking Tickets/Violations)

  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
  • Itemized Receipt
Postage and Postage Meter Replenishment
  • Purchasing Card
  • Check Request Form
  • Itemized Receipt
  • Check Request Form
Professional Services – See Expense Payment Grid - Only for non-recurring payments under $600.00, including honorarium
  • Supplier Invoice
  • Supplier Invoice
Purchases Made for Resale to the public through internal retail outlets

(Excludes food service, C Store and candy counter purchases over $50,000 and over)

  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
  • Itemized Receipt
Refunds – tuition, parking, etc.
  • Check Request Form
  • Check Request Form
  • Other detailed documentation
Shipping/Courier Service
  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
  • Itemized Receipt
Special Payments
  • Royalty payments
  • Stipends
  • Fellowships
  • Scholarships
  • Supplier Invoice
  • Purchasing Card
  • Supplier Invoice
Travel Expenses for Non-staff (students, volunteers, Professional Services providers etc)
  • Paid to 3rd party suppliers
  • Reimbursed to the individual

See Paying Individual Grid

Professional Services - See Expense Payment Grid

  • Check Request Form
  • Supplier Invoice
  • Receipts
  • Check Request Form
  • Supplier Invoice
Travel Expenses for Staff

See Administrative Policy: Traveling on University Business

   
Utilities: Natural Gas, Electric
  • Supplier Invoice or Statement
  • Purchasing Card if accepted by Utility Company
  • Supplier Invoice
  • Itemized Billing Statement (only when the supplier does not produce individual invoices)

OTHER ITEMS NOT LISTED MAY BE COVERED UNDER OTHER POLICIES.

Last Updated: 1/29/2014

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