Effective Date: |
March 21, 2016 |
Function: |
Accounts Payable |
Contact: |
Out-of-pocket purchases can be reimbursed in one of two ways:
The standard accounts payable payment process reimburses the project director's personal expenses directly from project funds.
Documentation of Purchase
For reimbursement through the standard accounts payable payment process, the purchase must be documented and submitted to the operating location office responsible for purchasing and accounts payable.
The documentation should contain the following information:
If payment is made by check, the payee must be on the Supplier File. If the supplier does not already exist in the supplier file, a new supplier must be created.
Note: If payment is electronic, then payee must be on the Supplier File and must have completed an ACH Enrollment Form.
The standard Research Foundation Purchase Requisition Form or the Research Foundation Request for Campus Supplier Payments Form can be used by operating locations to document the purchase or a form can be developed for that purpose. The payment documentation must be reviewed for compliance and, if approved, sent to the appropriate business office at the operating location for payment.
Reimbursement from a Petty Cash Account
Out-of-pocket expenses can be reimbursed from the operating location's petty cash account if the project director needs to be reimbursed quickly. The following table outlines the steps necessary to request a reimbursement.
Step |
Role or Responsibility |
References or Tips |
Make purchase using own funds. |
Project Director |
|
Complete the Petty Cash Request form, a Purchase Requisition Form, or an equivalent operating location form. |
Project Director |
The form must indicate that the request is for a reimbursement |
Submit the appropriate form and a receipt or invoice for the payment to the appropriate operating location business office. |
Project Director |
The appropriate office is usually Purchasing or Accounts Payable. |
Review request form for compliance and to ensure that the payment has been authorized by the project director or designee. |
Operating Location's Authorized Business Office Personnel |
If the disbursement is approved, proceed to the next step.
If the disbursement is rejected, contact project director to negotiate or send requisition back for revision. |
Issue a check or disburse cash for requested amount to the project director. |
Operating Location's Authorized Business Office Personnel |
If cash is disbursed, recipient must sign for it to document the transaction. |
Replenish the petty cash account from project account funds. |
Operating Location's Authorized Business Office Personnel |
Refer to Petty Cash: How to Establish and Maintain Accounts for information on how to replenish the petty cash account. |
None
How to Review a Request for Goods, Services, or Payment
Petty Cash: How to Establish and Maintain Accounts
Request for Campus Supplier Payments
Date |
Summary of Change |
March 21, 2016 |
Fixed all broken links and updated the document to comply with the new template. |
July 13, 2011 |
New document. |
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Copyright © 2011 The Research Foundation of State University of New York