How to Pay for Purchases

• Purchased with a Purchase Order

  Generally, after a department submits a purchase requisition in Jaggaer (eProcurement) for goods or services, it is turned into a purchase order. Payment does not occur until the department verifies receipt of the goods or services.

  For example, you purchase an item that is delivered to the warehouse, and then brought to your office. The warehouse will enter the receiver into Jaggaer on your behalf. If goods or services are received directly by the department, you will need to create a receiver in Jaggaer to initiate the payment process. If you receive an invoice or packing slip, please email it to [email protected].

• Purchased with an Ongoing Purchase Order (Standing Order)

  If a good or service is paid against a purchase order throughout the year, it is called an “ongoing purchase order” or “standing order”. This would be processed using the Standing Order Request form in Jaggaer. 

Acceptable Payment Method

• Electronic Payments

  Regional Procurement Services submits a request to OSC for payment to vendors upon receipt of the invoice. Prior to payment, the vendor’s ACH status for payments is verified. If ACH is not accepted by the vendor, payment can be made by check.

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.

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.  

• Tax Exemption

  We are tax exempt. Therefore, always send the tax exempt letter with your order when requesting a quote from a vendor. If you get charged tax, the department should contact the company to get a refund.

  If you get refunded tax on a P-Card and the original charge is not in the same P-Card Statement, please provide backup documentation of the original charge.

  If using 3rd Party reimbursement for a P-Card, req.,Travel, etc. then it should accompany the original documents at the time of purchase (if they know they are getting reimbursed) and charge the account #900802

• Shipping & Handling

  If shipping and handling is greater than $100, provide verification of how it was shipped. For orders not shipped by FedEx, UPS, or vendor trucking, provide documentation of how much it cost the vendor to ship the item(s).

• Labor

  If labor is done on campus and requires certified payroll/prevailing wage, please note that on the purchase requisition in Jaggaer before submitting to Regional Procurement Services.

  If there is a question on whether certified payrolls/prevailing wage is required, please contact Regional Procurement Services.

  A P-card cannot be used to pay for a service requiring prevailing wage/certified payroll.

• Gratuity & Tips

  Gratuity on delivery orders must not exceed 10%

  Gratuity on dine-in orders is 18%, or 20% for large parties.

• Receipts

  If you do not have an original receipt and it was scanned/faxed to you, please write that on the scanned/faxed receipt so we are aware that will be your original.

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.  

• Retention of Records

  Regional Procurement Services will retain the records for every transaction from beginning to end for seven fiscal years.

  Departments may keep courtesy copies of transactions for convenience.

• I am owed a credit on a purchase order. What do I do?
  Contact the vendor to have the credit sent to Regional Procurement Services. Please provide Regional Procurement Services the original invoice number and corresponding purchase order number. Please include the account number the refund receiving the credit.
• What needs to be included with a receipt for a meeting/event where food was served?

  In addition to the itemized food receipt, please include the following:

  • agenda (meeting), flyer (event)
  • list of attendees
  • proof the event occurred, such as a sign in sheet or flyer
  • justification of benefit to the college