• ■ Direct Deposit Status: will default to Prenote until next direct deposit cycle is run, then it flips to Active; any payments to the vendor before the prenote will be issued by check.
  • Accounting will notify Purchasing if there were any errors in the Prenote.
  • Maintain the master vendor list.
  • Vendor information may be updated from various sources:
  • Vendor invoices received with updated billing or remit to address.
  • Vendor checks returned to sender with new postal addresses.
  • Email or phone call.
  • Validate all vendor changes as notifications are received. NOTE: Vendor changes, especially address or direct deposit updates, are high risk for potential fraud.
  • Contact the vendor at their publicly available phone number or known contact information to confirm the change.
  • Request a new Vendor Registration Form and W-9.
  • Follow the same procedures as validating a new vendor above.
  • Annually inactivate vendors that have not been used in more than two fiscal years.

Requisitions and Purchase Orders

A purchase order represents a commitment of university funds. It is a contract between the University and a vendor for the sale and purchase of goods or services.

A vendor must be established in the accounting system before a requisition can be entered or a purchase order issued (see Vendor Maintenance section).

Requisitions and purchase orders are required to purchase all goods and services for the University except:

  • Dues, fees, and registrations which are statutorily exempt from the procurement code as there is no competitive component to the purchase; requisitions are required to obtain necessary approvals.
  • Capital project costs which are processed through the state FAC.
  • Travel and allowable entertainment expenses which are reimbursed by expense voucher or paid by Procurement Card (see Travel and Entertainment, Accountable Plan for Employee Expenses, and Procurement Card sections).

Personnel related purchases, such as moving expenses or supplemental pay, must be processed through Payroll.

University funds may not be used for any personal expense including, but not limited to:

  • Traffic citations or other fines for university or personal vehicles
  • University parking permits
  • Interest charges

Responsible position(s):

  • Requester