Making Charge Purchases

Some vendors will allow your organization to charge purchases on the assumption that prompt payment will follow. Please keep the following in mind:

1. Make certain that your purchase is a legitimate expenditure for your organization, is within budget limitations and follows the allocation guidelines where applicable.

2. Purchases made directly by the organization on a charge basis have a limitation of $4,999.00. If your organization is considering a purchase which might exceed this limit you should contact the Campus Life Business Office prior to making the purchase.

3. No purchase of equipment should be made without prior approval of the Vice President for Student Affairs.

4. You must obtain an ORIGINAL INVOICE from the vendor for any charge purchase. A photo copy or carbon copy must be certified by the vendor if the original is not obtainable.

Processing Payment to the Vendor by Check Request

You will process payment to the vendor using a Purchase and Check Request form.
See Exhibit A.

1. Review procedures for completing this form.

2. The Check Request must be TYPED.

3. The ORIGINAL INVOICE and two copies must be attached to the Check Request.

4. The Check Request must have appropriate signatures on the right hand side. (Chief student officer or Treasurer and Advisor; Deanís Representative for School/Colleges)

5. Keep the blue copy of the Check Request for your records.

6. Forward the Check Request with supporting documents to the Campus Life Business Office for processing. Allow approximately 7-10 days for payment.

7. Unless otherwise indicated on the Check Request, the check will be mailed to the vendor by the Campus Life Business Office.

Check Request forms must be purchased from Central Office Supply. The Campus Life Business Office does not provide these forms to student organizations.

Exhibit A: Preparation of a Check Request

The following steps are presented as a guide for completing the Check Request form. Items on the form not referenced in this guide should be left blank when completing as a Check Request. Check with the Campus Life Business Office concerning your spending limits.

THIS FORM MUST BE TYPED. HAND WRITTEN FORMS WILL BE RETURNED.

1. Each check request must be dated.

2. Enter the 12 digit account number to be charged.

3. Enter the name of the account.

4. Enter the total exact amount of the requested payment

5. Leave blank

6. Insert the individualís social security number in instances where the check request is originated for payment to an individual for travel, honoraria or fee.

7. Enter the name of the firm, vendor, or individual to whom the check is to be remitted.

8. Enter the address of the firm, vendor, or individual shown in item 7; be sure to use the address to which the check is to be mailed.

9. Enter name and telephone number for inquiries.

10. Enter the quantity and unit of the individual purchase (example: 3 each)

11. Enter a description of items purchased. Below the description entry, enter the INVOICE date and INVOICE number. You must also include the vendorís Federal Employer ID Number. Payment requests for cash reimbursement to an individual for purchases on behalf of the organization must contain the phrase ìTo reimburse for purchase ofî followed by a description of items purchased.
Payment requests for reimbursement of travel expenses must reference the city and state to which the individual traveled, date of the travel, and the Travel Authority number. Payment requests for Honoraria and Fees must reference the type of services performed and the dates of the services.

12. Enter the unit price of each item where an itemized description has been given.

13. Enter the total amount to be paid for each numbered item and total column. The total shown here should be the same total amount entered in step 4.

14.Complete the check request signature block (lower right corner). The organizationís treasurer, or student primarily responsible for the funds, must sign (not merely initial) authorizing payment on behalf of the organization. The designation "Department Head" should be lined through and the abbreviation "Treas" should be entered above the "date" designation of the first signature line of the block. The name of the individual should be typed under the signature. The same procedure applies for the signature of the advisor for the second signature line with "Dean or Director" lined through and use of the abbreviation "Adv." entered above the"Date" designation.

SUBMIT TO THE Campus Life Business Office:

1. Pull the blue copy of the Check Request for the organizationís file.

2. Attach the Original and (2) two copies of the INVOICE to the Check Request.

3. Forward to the Campus Life Business Office. Allow approximately two weeks to process payment.