Payment Policies and Procedures
Requests for Pre-paid Goods and Services
Effective Date: July 1, 2009
Board Approval: June 9, 2009
1. Purpose
To provide procedures for requests for pre-paid goods and services.
2. Procedures for Requests for Pre-paid Goods and Services
2.1. Requestor Responsibilities
Complete the Check Request form, including all fields. Check the Check Request box. In the price section, include all related costs (shipping, handling, etc.).
Substitution: If the request is for a prepayment which requires an internal approval form (such as a travel advance request), or if an invoice has already been received (such as for a subscription or membership), the internal form and invoice can be substituted for the check request.
If the purchase is for information technology goods or services, determine that approval has been obtained from the Information Technology Department.
Attach a copy of the billing to the Check Request form.
Verify the proper account code number and sign the Check Request form.
Obtain all appropriate approval signatures on the form.
Forward all copies to Accounts Payable.
2.2. Accountant Review
Review request to determine compliance with policies and procedures, including: price quotes, State contract number, appropriate accounting information, completeness, budget availability, proper authorizing signatures, and compliance with contracts, grants, and other legal requirements.
If not acceptable: Return to Requestor with an explanation.
If acceptable: Forward all copies to Accounts Payable.
2.3. Accounting Clerk Processing
Give a copy of the Check Request form to Shipping and Receiving for tracking purposes.
Return a copy of the Check Request form to the Requestor indicating the purchase has been approved.
Enter information into the Accounts Payable system to generate a check.
Run check batches and mail checks once per week, or as needed.
File check stub in the vendor payment file with the white copy of the Check Request form and other documentation attached.