For a hardcopy pdf of this document, contact the Office of Compliance (2-8246).
Policy Title: Charges without Benefit of and with Purchase Orders
Policy Number: 200-14
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Responsible Officer: |
Associate Vice Chancellor of Business & Financial Services and Controller |
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Responsible Office: |
Business and Financial Services - Accounting Office |
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Origination Date: |
01/05/1994 |
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Date of Revision: |
08/01/2017 |
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Date of Last Review: |
06/30/2017 |
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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): (Workshops offered through the UC Learning Center (LMS)). 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
* FOR MORE INFORMATION AND INSTRUCTION PLEASE COMPLETE ONLINE TRAINING*