Purchase Voucher (C-31)
Original Implementation: September, 1990
Last Revision: January 30, 2007
Normally, purchases for goods or services are processed in accordance with Policy C-10, Delegated Purchasing Authority. Some purchases, however, do not involve ordering goods or waiting for a vendor’s invoice. These transactions are initiated on a purchase voucher. Purchase vouchers should be used for the following:
Overnight mail services (no voucher required if using the Purchasing Department Preferred Vendor Contract)
Licensing fees (except software licensing fees)
Notary bonds
Refunds
Postage
Prepayment of registration fees for business conferences, workshops and seminars (these may also be paid with the P-Card)
Settlement agreements
All purchases from agency accounts
The Purchase Voucher Form may be accessed online at https://apache.sfasu.edu/sfa_forms/purchasevoucher.shtml. It may be completed online, or printed out and completed manually. Once completed, the hard copy must be signed by the account manager, and forwarded with supporting documentation to the Controller’s Office, Box 13035, for processing.
Payments which have been inappropriately initiated on a purchase voucher will be returned to the originating department for proper processing through the Purchasing Department.
Questions regarding the preparation of forms mentioned in this policy should be directed to the Purchasing Department or the Controller's Office.
Cross Reference: Delegated Purchasing Authority (C-10)
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Controller; Director of Purchasing and Inventory/HUB Coordinator
Forms: Purchase Voucher