Purchasing to Payment Checklist

Department

  • Completes the Requisition by entering all essential information of the goods/services being requested and attaching all related documentation
  • Must include all approved signatures
  • Sends Requisition to Purchasing: FMH 131

Purchasing

  • Requisition Date Stamped upon receipt
  • Reviews all information and obtains pricing/ bids or documents as needed
    ** New Vendors need to be contacted for Federal Tax ID/ W-9information
    ** The Purchasing Department may obtain competitive bids – departments notified
  • Requisitions are processed into Banner
  • PO Number is issued
  • Funds are encumbered in Banner against the budget – If NSF, Budget office notified
  • Purchase Order is printed
  • Final review and Authorization of the Purchase Order by the Buyer and/or Director
  • Purchase Order sent to Vendor – Mailed. E-mailed or Faxed (Facilities task orders do not get sent )
  • Purchase Order copy sent to Department
  • Purchase Order File Copy attached to Requisition and Filed
  • If the invoice is attached – it is sent to Accounts Payable

Vendor

  • Receives the Purchase Order and delivers the supplies/ provides the service
  • Vendor Sends Invoice to the University

Department
Authorizes payment of goods/services by:

  • Signing Invoice
  • Confirm PO number is on Invoice
  • Send signed Invoice to Accounts Payable

Accounts Payable

  • Receives Invoice
  • Enters Invoice info in Banner for the check to be cut

Controller’s Office

  • Disperses checks