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Accounting |Introduction | Receiving and Payment

Financial Procedures Manual: Receiving and Payment

This section of the manual describes the University's receiving and payment process and provides information on areas having special processing needs.

Receiving and Payment

  1. Receiving & Payment Process
  2. Timely Vendor Payment
  3. Non Procurement Payment
  4. Bookstore & Computer Store Purchases
  5. Confirming Purchases
  6. Alterations
  7. Contract Liquidation
  8. Reimbursements for Lunches & Receptions
  9. Sub-Object Codes
  10. Honorariums & Independent Contractors
  11. Newspaper Payments
  12. Moving Expense Reimbursement

The receiving and payment process ensures that the University receives the proper items, in good condition, at the best price and that vendors are paid promptly and accurately for their goods and services.

The Purchasing Office is crucial in this process as it is normally involved in establishing a purchase order with a vendor to obtain a good or service. The purchase order contains various accounting information as well as identifies the good or service to be provided, price of the good or service and any particular terms regarding delivery or payment. A purchase order is a contract with the vendor and, therefore, any variations from the terms of the purchase order will not be honored without prior approval by the Purchasing Office.

The University strives to pay vendors as expeditiously as possible. However, the account being charged must have sufficient funds to pay the charge, otherwise, the Accounting Office will reject the item and notify the account manager. Payment will not be made until adequate funds are assigned to the account. Any interest charges accrued as a result of insufficient funding, or failure to properly notify the Accounting Office that goods or services have been received, will be assessed against the account.