General Information

Operating

• Purchase orders are matched with invoices and receiving documents, audited for accuracy, then vouchered for check preparation.
• Invoices are not vouchered until the budgetary official has verified receipt of acceptable service or merchandise.
• All invoices are payable within 45 days.

Travel

• Travel claims are matched with approved travel requests, original receipts are audited, then vouchered for check preparation.
• All travel involving overnight lodging or travel in excess of 50 miles requires an approved travel request prior to travel.
• Original receipts are required except for meals which are reimbursed at per diem rates.

Petty Cash

• Original petty cash receipts are reviewed and approving signatures are verified before the request is vouchered for payment.
• Services cannot be reimbursed using petty cash. A purchase order must be issued for services of any type.
• Original receipts detailing items purchased and type of payment must be attached to the petty cash form.
• Sales tax is not reimbursed for college purchases.

Arranging for payment
after merchandise has been received

• Please be certain that the merchandise is correct and working.
• Sign the receiving copy (pink) of the Purchase Order and forward it to the Accounts Payable Office.
  • By signing the receiving copy (pink)or the partial of the purchase order, the budgetary official indicates that the order has been received and is correct.
  • The receiving copy should be in the Accounts Payable Office within 10 days after receipt of the order to expedite prompt payment. The Accounts Payable office will compare the invoice to the signed partial receiving report or key-rec form. If the invoice matches the order received, a partial payment will be processed.
  • No invoice will be paid in full or in part until the Accounts Payable Office has the receiving copy (pink) or a partial receiving form that has been signed by the responsible staff member.
  • Once the signed receiving copy has been received in the Accounts Payable office, payment will be made within 4-5 working days. The Accounts Payable Office processes checks on Tuesday and Thursday of each week.
    

Petty Cash

• Purchases are limited to $250 per day, (increased amount with prior approval) per account number.
• Employees locate and pay for the needed items.
• Employees complete a petty cash voucher, attach original receipt(s), and forward for budgetary official and their supervisor signature.
• After review by the Vice President of Business and Finance and audit by Business Services staff:
  • Claims under $75 - a cash reimbursement is prepared
  • Claims over $75 - an operating check is prepared
• The employee is notified by e-mail when the reimbursement is ready.
• The employee receives the reimbursement at the cashier's office by showing picture identification and signing for the funds.
• The department account is charged.