Accounts Payable Vendor Checks:

• Checks to vendors are cut ONCE a week in Durham (MONDAY), and are disbursed after 3 PM on Tuesdays.  (Accounts Payable must have a hardcopy of backup of the document payment information by noon on Friday in order for a check to be cut on the following Monday.)

• Original invoices should always come directly to Accounts Payable. If you receive one, please forward it immediately.  Do not deface the invoice - this automatically voids it.

• Contact:  Accounts Payable staff.

Authorized Signatures:

• Authorized signature cards for purchasing/budget spending must be on file in Accounts Payable (see Mary-Ellen Godville to obtain one.)

• A subordinate cannot sign for any funds to be reimbursed to their supervisor/director (the person who does their evaluations.) Department administrative assistants may sign all staff/faculty reimbursements within the department as long as they are approved to do so. Chairs/directors may have a peer (of equal standing or above) in or out of their department, or from the principal administrator's office in their area sign). PAs/president may have any other PA or their administrative assistant sign. Contact: Mary-Ellen Godville.

• Contracts - Any agreement committing PSU funds must be signed by the manager of purchasing if under $10,000 or the vice president of financial affairs over $10,000.) Contact:  Heather Huckins.

Prepayments:
Prepayments are used only when the vendor won't accept purchase orders (without payments). Volume and dollar amount help determine which method to use. Subscriptions, dues and fees may be paid in this manner. 
Contact:  Mary-Ellen Godville.

Process to Credit Refunds:
If a vendor sends a refund check for any item previously paid by a university system check, please submit the check and any backup directly to Accounts Payable with a brief explanation as to WHY you received this refund; items returned, damaged items, overpayment, conference canceled, etc. Please indicate the original USNH check # and the PO #. Accounts Payable will process the credit to the designated department on the original purchasing document.
Contact:  Accounts Payable staff

Petty Cash Information:

• $200 limit per slip.

• Please make sure that ALL pertinent information is listed on each slip. This includes departmental FOAPAL (and where applicable, account codes.)

• Advances are available on an emergency basis only up to $200.

• Only authorized staff/faculty may sign slips.

• BUSINESS MEALS with 2 (two) or more people attending must have names of attendees, purpose of business meal, and receipts.

• Slips must show the following information:  WHO - names of those present (groups of 10 or less); WHAT - type of item; WHERE - location of activity; WHEN - dates inclusive; WHY - business purpose.

• Contact:  Mary-Ellen Godville

Non-Travel Cash Advance Forms:

• To be used in emergency situations when purchasing from a vendor that does not accept purchase orders or a purchasing card.

• LIMITS:  $201 up to $500.

• Form must be submitted to Accounts Payable 48 hours in advance for approval and check preparation. A detailed explanation is required in order to satisfy the purchasing procedures.

• Advance procedures must be cleared within 48 hours (two business days).

• All receipts must be made out to Plymouth State University.

• Contact:  Mary-Ellen Godville

Travel:

• Mileage reimbursement rate for the use of personal vehicles on PSU business is .445 cents per mile.

• Travel advances are available for ground travel, parking fees, meals, etc. Travel advance forms must be given to the PSU travel manager (Mary-Ellen Godville) at least 48 hours prior to the trip.

• Travel expense vouchers including all original receipts must be completed and submitted to the PSU travel manager within 10 days of return.

• Contact:  Mary-Ellen Godville

Purchasing Cards:
The purpose of the purchasing card program is to establish a more efficient, cost-effective method of making small dollar purchases of non-personnel services and goods. The program reduces the time between identifying a need for and delivery of the goods and enables the cardholder to have direct contact with the supplier in placing orders. The cardholder is responsible for the security of their card. The purchasing card is issued in the cardholder's name and any purchases/transactions made against the card will be the responsibility of the cardholder.
Contact:   Emily Clark

Purchasing:
Purchases made without using a purchasing card must have a PO entered in Banner and approved by Purchasing before the purchase is made. Visit the Purchasing Web pages for complete purchasing policies and procedures.

Bid Limit Requirements:

• Between $1500.-$2,999.99 - If no competitive bid is done, a written quotation is required from the supplier of the goods or services. Quote must itemize the price, delivery, charge, payment terms and FOB point (destination is preferred).  Forward the quote to Purchasing.

• Between $3000 and $4,999.99 - A competitive bid (at least 3 quotes) is required.  Bids can be done by phone, fax, or mail at the discretion of Purchasing. Forward all 3 quotes to Purchasing.

• $5000 and above - Requires a formal competitive bid by Purchasing.

• Contact:  Heather Huckins

Cash Deposits:
All receipts of checks and currency are to be deposited intact at the Bursar's Office within two business days (48 hours) from the time of receipt by the department. Checks/currency totaling $500 or more must be deposited within 24 hours of receipt.
Contact:  Bursar's Staff

Contracts:
The link above will take you to the Purchasing office's contracts info.

Hiring a Non-resident Alien:
Very complicated paperwork MUST be completed prior to hiring a non-resident alien.  Please contact Lisa Ladd BEFORE proceeding with anything regarding non-resident aliens.

Equipment Inventory:
Items that cost $1000. or more and have an estimated useful life of two years or more are classified as equipment and must be tagged.
Contact:  Janet Ames

Surplus:
Surplus property is any property purchased with PSU funds which is obsolete, damaged, unusable or in excess of need.  This includes equipment, supplies, and furniture. To properly dispose of surplus property contact Joan Andresen, ext. 2587 and she will take care of the rest!  See Purchasing's surplus Web page for further details.

Retirement/Departure Events
Each department may plan and host its own retirement/departure party for which some department funds can be used toward refreshments. Refer to Purchasing's retirement/departure events policy for details. 

Retirement Gifts

Refer to Purchasing's retirement/departure events policy.