Payment Procedures
1. Documents
Required for Encumbered Payments
a. Services
Contracts with Purchase Order from Purchasing
·
Budget in place and in correct account.
·
Detailed vendor invoice signed by department,
exception to a vendor invoice will be made when payee is an individual and does
not have their own invoices. For
payments to individuals, departments need to complete a University Invoice.
(Note – the invoice must
detail exactly the services performed and applicable costs, i.e. $15 per hr
Research for 30 hrs).
·
Proof of receipt (Receiving documentation or
written department acknowledgement).
·
Go on line to PantherSoft
and receive the invoice.
b. Expense
or OCO items payable to Vendor with Purchase Order from Purchasing
·
Budget in place and in correct account.
·
Purchase Order Form.
·
Detailed Vendor Invoice.
·
Proof of receipt (Receiving documentation or
written department acknowledgement).
·
Go on line to PantherSoft
and receive the invoice.
2. Documents
Required for Un-Encumbered Payments to Vendors
a. Services
Contracts Agreement For Services Form from Purchasing
·
Copy of executed contract, signed by all
parties.
·
Copy of receipts for all reimbursable expenses.
3. Documents
Required for Un-Encumbered Payments to Employees
a. Cash
Advances to Employee
·
Fax to 305-348-6998, Travel Section.
ü
Completed Travel Authorization Request Form
(TAR).
ü
Completed Cash Advance Form.
·
Justification for the advance.
·
Original detailed receipts.
b. Remote
Location Payments to Employee
·
Complete a Remote Location Form and fax to
305-348-6998, Travel Section.
·
Justification for the advance.
·
Original detailed receipts
c. Entertainment
Expenses
·
Complete a Official
Entertainment Disbursement Form.
·
Specify Benefit to the State or Higher Ed.
·
Original Receipt(s) from employee detailing all
cash outlay.
d. Expense
reimbursable to Employee
·
Complete a Reimbursement Other Than Travel Form.
·
Specify Benefit to the State or Higher Ed.
·
Justification for not using University
Purchasing
·
Original detailed receipts
e. Travel
Section
Refer to University Travel Policy
found at