Original vouchers with supporting documents and proper signatures must be received in Procurement and Business Services by noon on Wednesday in order to be paid on the Thursday check run.
A purchase voucher form may be completed online and printed.
Please refer to HOP 05-201 (direct pay disbursements) for proper use of a purchase voucher.
Requisitions are entered online by the department.
After approval of the requisition, the order is completed by Purchasing.
When goods have been received or services rendered, the department must enter receiving information in the system. The receiving entry is the approval for payment of the order. The only orders that do not require a receiving entry are orders to be prepaid and reimbursements to employees.
The Accounts Payable department will process payment within the state guidelines upon receipt of proper documentation as follows:
Regular Orders - invoice from the vendor
If the order is for advertisement, a tear sheet (page from the publication with the ad displayed) must be included with the invoice. Web ads should be printed from the website.
Contracted Services - copy of signed contract.
If the contract allows partial payments during the term of the contract, an invoice must be provided. Reimbursement of actual expenses requires original receipts.
Reimbursements (employees only)
Original receipts must be taped to letter-size (8.5" x 11") paper.
Write the purchase order or requisition number on the paper, along with the name of the individual to be reimbursed.
Memberships - completed original application form
The portion to be submitted to the organization will be mailed with the check.
Prepaid Orders - proforma invoice or order form from the vendor
Vendors are instructed to send an original invoice to Procurement and Business Services. If the invoice is enclosed with the order or mailed to the department, the original invoice should be date stamped and forwarded immediately to Procurement and Business Services. Payment cannot be processed without an invoice or other documentation described above.