to withhold their pay check until a vendor receipt is delivered to the Accounting Office, with any overage reimbursed to the University as documented by a University Cashier's receipt.
The departmental representative must sign a Receipt of Prepayment form which authorizes the Payroll Dept. This check must be picked up by the departmental representative who will purchase the product. In the event that an emergency situation arises wherein a specific product can only be obtained locally from a vendor who will not accept a purchase order, the University Accounting Office will, with properly approved purchase request and pro-forma invoice, prepare a check for the vendor. (Please note special handling and the date needed on the purchase request.) Upon request, the check may be returned to the department for special handling. General Accounting then draws the check and sends it with the order to the specified vendor. A check request is issued and processed in Accounts Payable. The requisition, accurately reflecting all related charges including shipping and handling, is generated in the Purchasing Office. If advance payment is required, an approved purchase requisition must be accompanied by either an invoice or an order form from the vendor.
Subscriptions or Mail Orders where it is mandatory that payment accompany the order.Specified advances against contractual services.Therefore, advance payments cannot be made except as indicated below.
State law requires that materials, goods, supplies, or services be received before payment can be made.
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