Back-up
This refers to any paperwork substantiating your request. No check request should be
submitted without appropriate paperwork showing the amount requested and description of
the purchase. If payment is being made in advance, a copy of a price quote should be
obtained from the vendor and the check made directly to the vendor. Exceptions to this
policy are approved by the accountants on an individual basis. Requests for honorariums
will not have back-up and are discussed below.
Approval
Check requests should be signed by the authorized manager or department head. It is
unacceptable for an individual to sign a cash/check request made payable to themselves. In
this situation, approval should be obtained from your supervisor unless other arrangements
are made.
Reimbursement
When requesting reimbursement for expenses incurred, original receipts must be
attached. This is to avoid re-submission of a receipt and possible double payment, and
also as reasonable proof of the expenditure.
Credit Card Statements
When submitting a credit card statement for reimbursement of an item charged, original
receipts of the charge should be submitted along with the statement. Exceptions are made
for phone-in orders.
E-mail Orders
When placing an order on the Internet, make a print out of the form filled out or of
pertinent information regarding the purchase. The most important information needed is the
price and description of the purchase.
Enclosures with Check
If you are requesting an enclosure to accompany our check, please fold the item and
paper clip it to the request, noting that you would like it mailed with the check. When
submitting magazine subscriptions, membership renewals, or conference registration,
photocopy the form for back-up and clip the original to the request to be mailed with the
check.
Cash Advance
If you are requesting cash or a check in advance of the expense or travel, it is
considered a personal cash advance and will be charged to your personal account (I.D.).
You will be asked by the Treasurer to sign a form that states you will submit receipts or
cash totaling the amount advanced by the stated date or the amount may be deducted from
your paycheck.
Honorariums
When submitting a request for an honorarium the payee’s address and social
security number must be provided for tax purposes. If there is any travel that is to be
reimbursed, it should be listed on a separate line with mileage information.
Invoices from Small Businesses or Entrepreneurs
When approving an invoice for services from an individual or small business, a social
security number must be provided for tax purposes UNLESS the business is incorporated.
Also, totals for goods and services should be separated, as services are tax
reportable and goods sold are not. For example, if you are paying an individual for a
computer you purchased from them and had them install, the bill should list separately the
charge for the computer (goods) and the charge for the installation (service that is tax
reportable). If the vendor bills one grand total, simply ask for the breakout and note it
on the bill.
