M E M O R
A N D U M
DATE: May 1,
TO: All Employees
SUBJECT: Accounts Payable/Purchasing
Please note the following
procedure changes and reminders concerning the purchasing process and vendor
will be deleted from the system after two months with no approval.
A copy of an approved Out
of State Travel form must be sent to purchasing as approval documentation for
airline ticket purchases or conference registrations.
attachments must be mailed or e-mailed to the Office of Purchasing or Accounts
Payable as opposed to being faxed. Many
of the faxed copies are difficult or impossible to read.
When a new vendor is
requested, a Banner student number or employee number must be included if
applicable to avoid duplications within the Banner system. Name changes for students must be processed
through the Registrar’s Office and name changes for employees must be processed
through the Office of Human Resources.
membership payments require the approval of the appropriate vice president as
per JSU Policy IV:03:06.
When entering a
requisition for capitalized equipment (account code 76001), the entire cost of
the asset must be entered in one line (price, shipping cost, etc.). Each piece of capitalized equipment must be
on a separate requisition (cannot have two pieces of equipment on one
When entering a
requisition, be sure to use the correct vendor address sequence if a vendor has
more than one address.
Two copies of
documentation (such as lists, quotes, etc.) should be sent for those purchase
requisitions referencing attachments.
One copy is needed for the vendor copy of the purchase order and one copy
is needed for the file copy of the purchase order.
Please remember to
advance the delivery date ahead one month when entering a
A State of
statement is required for all purchase orders in the amount of $5,000 or
more. The Disclosure Statement is sent
out with the purchase order. A completed
statement must be received in Accounts Payable in order for payment to be
Budget managers must sign
the receiving copy of the purchase order when an order has been received
complete and forward to the Accounts Payable Office.
Budget managers must
approve requisitions electronically in order for the requisition to be processed
into a purchase order.
Please include any
special instructions/information (bid numbers, instructions to prepay, etc.) for
requisitions in document text.
There is no authority for
a purchase to be made until a purchase order has been signed by the Director of
Purchasing. Entering a requisition or
having a purchase order number is not sufficient.
Thank you for your
assistance. If you have questions,
please call Allyson Barker at extension 5002 or Pam Findley at extension