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Procurement Policies and Procedures

Disbursements

SUPPORTING DOCUMENTATION FOR EXPENDITURES

Documentation supporting expenditures with the authorizing signatures should be kept in the department or at the business office level. Business Officers for a college or division will determine where documents are kept. Documentation must be retained in accordance with University retention schedules and be readily accessible for future reviews - buyWays requisitions have stored approval which do not need to be printed in order to be in compliance with this policy.

Required for Payment Request Form or DPV:

buyWays Transactions

 

Non-buyWays Transactions

Invoice and/or Receipts

Signed (live or digital) Invoice and or Receipts (Statements are not acceptable)

Invoices should be attached

 

PeopleSoft or Source system invoice/voucher number included on Invoice written or digitally maintained

Payment Request Forms and/or Direct Payment Form limit is $2500 unless the expenditure is on the Exemption List (Exceptions to the $2500 rule). See: Exemption List

updated January 2016