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How to Pay for Purchases


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

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 Regional Procurement Services via campus mail or in person.

    This is not processed in Jaggaer.

Best Practices


Learn How to Expedite the Payment Process

  • Invoices & Packing Slips

    All purchases require a receiver and an invoice in order to initiate the payment process. Proper invoices should state the PO number. Packing slips can be included in the receiver.  

Record Keeping


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

Purchase Order Documentation

  • Transaction Details

    All purchases require a receiver and an invoice in order to initiate the payment process. Proper invoices should state the PO number. Packing slips can be included in the receiver.  

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