2. Check with Order Requisition Policies:
3. Confirming Requisition Policies:
4. General Policies:
a. The processing of the purchase requisition results in either the issuance of a purchase order or the issuance of a check.
b. For purchases under $5,000.00 for items not on state contract, an invoice may be obtained at the time of purchase and returned to the department head authorizing the purchase. The invoice should be processed with a purchase requisition immediately upon receipt and no more than thirty (30) days following the delivery of the purchase. Direct Payment Vouchers (DPVs) should not be used to process payments for these small purchases. DPVs are reserved for limited circumstances, such as postage, honorariums, and memberships.
c. Reimbursement for out-of-pocket expenses incurred by an employee should be submitted for payment to Purchasing on a purchase requisition and the invoice for the goods purchased should include the purchaser's name. This type of purchase is generally discouraged and is only for emergency situations. Prior approval of the department head and the Purchasing office is required.
d. All requests for materials and services from commercial vendors must be submitted on the UNC-GA purchase requisition form.
e. The completed purchase requisition is submitted to the Purchasing Office. The requesting deparment should retain a duplicate copy as a record.
f. The Accounting Office has the final responsibility for account classification coding purchases made by General Administration. However, the requisitioning department should indicate its proposed account number and object code for the purchase on the purchase requisition. If there are any questions concerning appropriate fund source (See Spending Guidelines by Fund Source) or object codes (See ACT APP 1.3).
h. All purchase requisitions require a department head approval. No individual can initiate and approve their own requisition. (i.e. a department head can approve their subordinate's requisition request, but must have their own requisition requests approved by their immediate supervisor.)
i. The following should be requested on a DPV form instead of a requisition form:
· Honorariums and consultant fees
· Membership dues and fees
· Returned checks and charge cards
· Space rental
· Tuition and fees