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How to Pay for Purchases


Learn more about the acceptable methods for paying for goods and services.

ATTENTION — Spending restrictions are in place due to COVID-19. 

Learn More About Spending Restrictions

 

Overview


You've successfully purchased your item and now the payment process can begin. Learn more about how goods and services are paid for on campus. Regardless of how the item was purchased, the department must provide adequate authorization for payment.

Payment Process

Payment Methods


Be advised, checks are no longer issued for contracted goods and services. Contracts are paid using electronic payments by automated clearing house (ACH). Vendors that cannot accept ACH payments will be notified of this requirement.

Acceptable Payment Method

Employee Out of Pocket Reimbursement


Accepted purchasing standards should be adhered to at all times.  However, circumstances may arise where an employee has no other option but to pay for an expense out of pocket.  In those instances the following procedure should be followed for reimbursement of those costs.

Procedure

  • How to Submit for Reimbursement of Out of Pocket Expenses
    1. Complete a purchase requisition and include the following: 
      1. An original, detailed receipt is required.  Failure to provide an original receipt will result in non payment.
      2. Include a justification for the expense and why the normal purchasing procedure was not followed on the purchase requisition.
      3. Employee's signature.
      4. Employee's supervisor's signature, authorizing the purchase.
    2. Submit to Purchasing via campus mail or in person.

Best Practices


Learn How to Expedite the Payment Process

  • Invoices and Packing Slips

    All purchases require an invoice, approval to process payment, and package slip. If no package slip is received, mark the date you received it with your legible signature.

    All invoices should state who ordered the items and a PO# to match it up to.

    All Invoices and package slips need to have the following to process payment:

    • date received,
    • approval to pay,
    • and legible signatures

    All approvals/dates/signatures must come from the person receiving the merchandise.

Recordkeeping


Regardless of the method of payment, proof of documentation is necessary to adequately account for the purchase and the item.

P-Card Documentation

Purchase Order Documentation

  • Transaction Details

    All purchases require an invoice, approval to process payment, and package slip. If no package slip is received, mark the date you received it with your legible signature.

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