Purchase Voucher (C-31)
Original Implementation: September, 1990
Last Revision: July 21, 2009
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. Examples of items for which purchase vouchers should be used are:
- Overnight mail services (no voucher required if using the Procurement 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 procurement department.
Questions regarding the preparation of forms mentioned in this policy should be directed to the procurement 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 Procurement and Property Services/HUB Coordinator
Forms: Purchase Voucher