Direct Voucher Payments
are used for certain intangible items and should be used for travel,
mileage reimbursements, subscriptions, postal requests, utilities, insurance, memberships,
professional fees and unauthorized
purchases (purchases made that bypass the purchasing department).
DVP’s for unauthorized purchases will be returned to the department
for signature from the Vice President or an Executive Committee member.
Unauthorized purchases consist of supplies/services that were purchased
without a Purchases Order or proper bidding.
A blanket purchase order is a contract between the College and a vendor generally used for repetitious payments
for contractural services, such as payment for leased equipment or room renovations.
Multiple invoices can be paid off the same BPO. BPOs have a maximum authorized amount
and are issued for a limited duration. No single item $500 or over can be purchased
using a BPO [all quantifiable items should be purchased using a PO]. Employees authorized
to use the BPO must be listed on the BPO. BPOs are good for one fiscal year only.
All BPOs not otherwise fulfilled are closed at the end of the fiscal year (June 30).
They may be re-issued for the following fiscal year, per requisition by the requesting
department. BPO amounts can be adjusted by the Purchasing Department, but must have
a written request from the appropriate cost center manager requesting the adjustment,
provided that the cost center manager is within his or her authorization limit.
A purchase order is an offer by the College to contract with a vendor(s) for the delivery of supplies
or the performance of a service for an agreed upon price under the specified terms
and conditions provided in the bid and/or in conjunction with the College's General
Terms & Conditions of Purchase. Any good or service that is quantifiable in number
and description should be ordered using a PO.
if you have a prepaid and have requested a check
to pick up the items, you will need to clear the prepaid through Accounting
by giving Accounting a copy in the receipt of the items purchased.
Also notify Receiving you have received the items purchased.
The IRS has set the standard mileage rate for reimbursable miles to 56 cents per mile
. The new rate is effective January 1, 2014