| I. |
Allowable Direct Charges are
payments that, by State policy, do not require a purchase order; but are
subject to state procurement processes if vendor competition exists for the
transactions. Allowable Direct Charges are listed in
paragraph II of State Procurement Manual section
PRO-E-4. |
| II. |
Direct Payments are allowable
direct charge payments made without a purchase order. |
| |
A. |
The Purchasing Card is the preferred method of making small or
miscellaneous payments if accepted by the vendor. The Purchasing Card procedure is
outlined in Administrative Services Manual section
5.4.3. |
| |
B. |
The Direct Payment Form should be used to
process payment requests $5,000 or less. It can be found at the
BFS
Online Forms website. |
| |
C. |
Requisitions will be
submitted to Purchasing through Accounting Services with appropriate
signatures for payment requests greater than $5,000. |
| |
|
1. |
No order should be placed or
commitment made to a vendor by the requesting campus organization for
payment requests greater than $5,000. Purchasing will determine
whether the transaction should be direct paid or a purchase process followed
and purchase order issued. |
| |
|
2. |
Purchase commitments made by campus
departments to
vendors in excess of authority may be subject to the unauthorized purchase process in
Administrative Services Manual section 3.2.4. |
| III. |
The Direct Payment Form should
not be used for: |
| |
A. |
Purchases greater than $5,000. Use a
requisition |
| |
B. |
Purchases not yet invoiced. Follow the
process in Administrative Services Manual section
3.2.11. Use
a requisition. |
| |
C. |
Purchases with restrictions listed in
Administrative Services Manual section 3.2.6. Use a
requisition. |
| |
D. |
Payments for services to be made in accordance
with Administrative Services Manual section 2.4.3 |
| |
E. |
Reimbursement requests to be made in accordance
with Administrative Services Manual sections 5.2.1
and 5.6.8 |
| |
F. |
Payments for maintenance and software license
renewals. Use a requisition. |
| IV. |
To process a Direct Payment Form: |
|
A. |
Provide your campus office or department name,
contact person, phone number and e-mail address.. |
|
B. |
Ensure the vendor's name, address, and phone number is correct and
complete. |
|
C. |
Fill in the audit block on the Direct Payment Form indicating total cost
and the complete accounting code information to be charged. |
|
D. |
The first 30 characters provided in the Description Box
will appear as the description on WISDM. |
|
E. |
Attach two copies of each invoice,
quote or other price source to
the Direct Payment Form. |
| |
F. |
Applicable contracts should be attached to Direct Payment Forms.
Those contracts not signed by an appropriate
authorized
campus signatory will be routed by Accounting Services to Purchasing to
sign or obtain the appropriate signature. Make no commitment to the
vendor unless the contract is signed by an authorized campus signatory. See Administrative Services
Manual section
3.3.19. |
| |
G. |
Deans/Directors or delegated designees are
responsible for reviewing for propriety and necessity and approving all
requests for Direct Payments. |
| |
H. |
Direct Payment Forms with all attachments are
then sent to Accounting Services. Only the form with original
signatures is submitted to Accounting Services. |
| V. |
Processing and Status Checking: |
| |
A. |
The normal check processing time for these orders after being received in
Accounts Payable is net 30 days for invoices, and within 5 working days for
check with order requests. To verify that a payment has been made, inquire
on the payment in WISDM by looking it up on the Navigation Menu choice
Fund-Organization Search, or if you used a project/grant, use the
Fund-Project Search. |
| |
B. |
After you enter the information, the Drilldown Level defaults to Account
Type. When you click on the down arrow, you will see several options.
Click on the Detail Accounts and then click on the button that says
"Apply". Details of the account will be displayed. Scroll to the
account number of interest and click on the amount in the MTD column or
the Expenses column. Look for the description or the payment amount that
applies to the payment in question. |
| VI.. |
Any follow-up activity with the vendor after payment has been issued
such as duplicate orders, cancellations, and non-delivery will be the
responsibility of the department. Purchasing will assist if
requested. |
|
A. |
If you cancel your transaction with the vendor and are issued a refund
check, forward the check with complete accounting code information
matching the original payment to Accounts Payable, Engelmann 250, and the
check will be re-deposited to the account from which it was originally
drawn. |
|
B. |
If you need to know a check number or date, you can inquire this
information in WISDM by following the same directions as above in section
V of this policy. You can select (click on) the voucher number of the
amount in question. This allows the user to see all the voucher detail
including check number and date (by scrolling to the bottom of the
screen). |
|
C. |
If you are having problems verifying payment, you can contact Accounts
Payable (x5404) for the voucher number of the payment or ask when the
check was issued. If you need a copy of the cancelled check contact
Accounts Payable. |
| Contact Pre-Audit at phone number x6656
or e-mail with questions regarding
the Direct Payment process. |
