The Accounts Payable Department located at Curtice-Mott Complex, CM 1026, is responsible for the disbursements of payments for all college services and supplies.
If you have any questions please contact Sue Stutzman at (810) 762-0523 or email@example.com.
Certain intangible items do not require purchase orders or the goods receiving process and can be best accommodated with a Direct Voucher Payment (DVP).
Items that can be covered by DVP are:
The college uses the fixed asset module in Datatel to track inventory. If a DVP is used instead of a PO, the inventory tracking and recording process is compromised. For proper internal controls, and inventory tracking, (as well as many other reasons) tangible items require a PO.
An order or purchase made for consumable goods/service without a purchase order number or proper bidding is unauthorized. A DVP created for an unauthorized order or purchase will be tracked.
Blanket Purchase Order (BPO) is a contract between the college and a vendor. It is generally used for repetitious payments for contractual services such as payment for leased equipment or room renovations.
Purchase Order (PO) is an offer by the college to contract with a vendor for the delivery of supplies or the performance of a service for an agreed upon price under specified terms and conditions. Any good or service that is quantifiable in number and description should be ordered using a purchase order.
If you have questions on requisitions for purchase orders or blanket purchase orders, please contact the purchasing department.
The PO # and voucher # can be found in RINQ. Initiators should check the status of requisitions frequently.
Always ensure the documentation contains a service/event date†.
The process for creating a prepaid in Datatel has not changed. (It is done by using the term PD in the term box of the requisition.)
Items to be considered prepaid are:
Prepaid DVPs for travel and cash advances are made using the Advance Travel Request/Cash Advance/Expense Reimbursement Form found under Account Payable/Forms.
All prepaids must be cleared within 30 days. This is done by submitting a copy of the receipt, invoice marked paid, or the Advance Travel Request/Cash Advance/Expense Reimbursement Form with appropriate receipts and signatures. Ensure you write “Clear Prepay PO _____” on the documentation.
The PO # & voucher # can be looked up using RINQ.
Prepaids are encumbered against the cost center's budget when the requisition is entered. Proper accounting controls are maintained by tracking outstanding advances in a prepaid expense account. This is monitored by the accounting office. When the prepaid is cleared, the encumbrance is relieved, the advance account is cleared, and actual expenditures are posted to the cost center.
† Proper accounting standards are followed which say we must charge items to the proper fiscal year. For items that cross fiscal years, we are especially careful to charge the expense in the fiscal year in which the goods and/or service are received.
If you are working with a grant, this may contradict the grant policy on the timing of expenses hitting the grant, in the case, please follow the grant policy on expense timing.
The IRS has set the standard mileage rate for 2016 reimbursable miles to 54 cents per mile..