UCR

UCR Policies and Procedures

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Policy Title:            Charges without Benefit of and with Purchase Orders

 

Policy Number:      200-14

 

Responsible Officer:

Associate Vice Chancellor of Business & Financial Services and Controller

Responsible Office:

Business and Financial Services - Accounting Office

Origination Date:

01/05/1994

Date of Revision:

08/01/2017

Date of Last Review:

06/30/2017

Scope:

Guidance for Employees Making Purchases

 

 POLICY SUMMARY

 

The following cites uniform procedures for recording direct charges without benefit of purchase orders (in Section A below), as well as charges which come from purchase orders and/or blanket orders (in Section B below):

* FOR MORE INFORMATION AND INSTRUCTION PLEASE COMPLETE ONLINE TRAINING*

 

(Workshops offered through the UC Learning Center (LMS)).

 

 

  1. DIRECT CHARGES - PURCHASE ORDER NOT REQUIRED

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Awards - Fellowships

ePay

D371-12.1 Acctng. Manual

 

Travel Advances  

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

--Advance

 iTravel

900-40, UCR P/P

--To clear advance

iTravel

900-40, UCR P/P

 

 

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Consultant - by agreement, other than employee

Invoice PO is Required – Move to appropriate section

 

 

 

750-27, UCR P/P

 

 

Entertainment

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

--Off Campus (Reimb)

ePay with PO Back-Up

200-44, UCR P/P

--On Campus

Recharge

 

--Catering Off Campus with outside vendor

ePay with PO Back-Up

 

--Catering On Campus with outside vendor (<$250)

ePay with PO Back-Up

 

--Catering On Campus with Marriott

Invoice

200-44, UCR P/P

 

 

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Freight

Invoice

Accounting Manual

 

 

Honorariums

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

--Other than Employees

ePay

200-58, UCR P/P

--Employees

Personnel Action Form (PAF)

200-58, UCR P/P

 

 

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Insurance

ePay

 

Leases of Real Property-In accordance with Systemwide & Campus Real Estate Policies

ePay

750-33, UCR P/P

Memberships (requires Director/Manager approval) and dues

ePay

650-50, UCR P/P

Miscellaneous Fees

ePay

 

Performance Agreements

--Dance Bands/Orch., Group or individual performers

ePay

 

Dept. Petty Cash Fund replenishment - with Dept. & Acctng. Office review prior to reimbursement

ePay

200-72, UCR P/P

 

 

Postage Purchase

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

--Through Mail Services

Recharge

350-20, UCR P/P

--With special approval from Mail Services

ePay

350-20, UCR P/P

 

 

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Reimbursements of employees for supplies purchased with personal funds, other than petty cash. (Subject to Purchasing review prior to reimbursement.)

ePay

750-39, UCR P/P

Student Stipends, other than Financial Aids-Stipend listing

ePay

 

Telegraph & Teletype

Invoice

 

Telephone

Invoice

350-80, UCR P/P

Travel Advances (Other Cash Advances, Casual Labor, Conference Fees, Registration Fees, Pay Subject Fees)

 iTravel

900-40, UCR P/P

 

 

Travel Expenses

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

--General Travel Expenses

 iTravel

900-20, UCR P/P

--Removal Expenses

 Moving Expense Voucher Form

650-31, UCR P/P

--Moving Expenses

Moving Expense Voucher Form

650-32, UCR P/P

 

 

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Tuition for courses taken by personnel, approval as required by campus policy, in accordance with Staff Personnel rules

ePay

260.1 Staff Pers. Manual

Utilities (Requires Physical Plant approval in most cases)

Invoice

 

 

 

B.    NOT DIRECT CHARGES - PURCHASE ORDER OR BLANKET ORDER  REQUIRED

 

 

Purchase Order or Blanket Order must be written before payments are made.

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Advertising

Invoice

 

Entertainment - Catering on Campus with outside vendor (>$250)

ePay with PO Back-Up

200-44, UCR P/P

Equipment Purch. - Outside Vendors

Invoice

750-60, UCP P/P

 

Special Services

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

--Building Mat. Tests

Invoice

750-60, UCR P/P

--Illustrations by artists

Invoice

 

--Machine shop charges for use of special equipment

Invoice

 

--Manuscript work

Invoice

 

--Poster Makers

Invoice

 

--Sign Painters

Invoice

 

--Soil Tests

Invoice

 

--Testing Lab. Fees

Invoice

 

--Window Decorators

Invoice

 

 

 

Type of Expense

Type of Document Required to Make Payment

Related Policy No.

Library Materials - Books, films, film rentals, maps, microfilm, microforms, publication expense, reprints, serials, slides, sound recordings, submissions journals subscriptions, video recordings

ePay

750-03, UCR P/P

Maintenance of Equipment

Invoice

750-03, UCR P/P

Moving of household goods for eligible employees

Invoice

650-32, UCR P/P

Removal Expense (Payment to moving vendor)

Invoice

650-31, UCR P/P

Rentals or lease of personal property

Invoice

 

Repairs to University equip. by outside vendors

Invoice

750-03, 750-45, UCR P/P

Services not otherwise specified

Invoice

750-63, UCR P/P

Supplies & Materials - outside vendor

Invoice

750-03, 750-39, 750-63, UCR P/P

 

 

CONTACTS

 

Please submit your questions or inquiries related to this policy to Accounts Payable Supervisor.

 

 

RELATED INFORMATION

 

·       D371-12: Disbursements: Cancellation and Redrawing of Vendor Checks

 

·       UCR P/P: UCR Policies and Procedures

 

·       UC Learning Center (LMS)