Carolina Gonzalez, Accounting Tech III
Check requisitions are entered by the ordering department. Upon approval,
the requisition is processed as a check request by the purchasing
department: Turn around time by the purchasing staff is normally the same
day the paperwork is received. The check request is forwarded to Accounts
Payable for the actual check processing.
Remember that a check request:
- Is not a purchasing function, but merely an electronic processing
function within the AIS system at the present time, and are always subject
to approval by the Accounts Payable section.
- Must have appropriate documentation.
- At the option of the purchasing staff may be turned into a purchase
- Should never be processed "after the fact" for goods
purchased. Check requests submitted for goods, except in very rare
situations, must be processed as purchase orders. "After the
fact" purchase requisitions for the check request will be reported to
the appropriate department head and processed as a purchase order by the
purchasing staff. All documentation and appropriate purchase order will be
returned to the department for processing.
Purchase Orders are placed by the purchasing department.
- Under $5000.00 does not require a formal bidding procedure.
- Over $5000.00, but less than $25000.00 requires documented quotes on
the state BIDS system. Normal turn around time should average seven days.
- Over $25000.00 requires formal bidding procedures placed on the state
BIDS system. Normal turn around time averages 20 days, depending upon the
amount of money involved and the complexity of the specifications.
For maintenance agreements and blanket purchase orders, please sign in the
received by row and return a copy of the purchase order to the Accounts
Payable section in Accounting. They will then pay any invoice that come in
for that purchase order.
For consulting agreements, it will be the requester's responsibility to
return a copy of the purchase order, one week prior to the date the check
is needed, to the Accounting office. If multiple payments are needed:
- Sign one of the received by boxes.
- Make a copy of the purchase order.
- Send the copy to Accounts Payable.
- Hold onto a copy of the purchase order.
- Continue this process until the last payment.
- On the last payment, return the purchase order to Accounts Payable.
This will liquidate the purchase order fully.
Inter-departmental vouchers (IDV's) are payment between departments on
campus. This form is 3-ply and when completed, all pages should be sent to
Accounts Payable. Accounts payable will enter the charges and then send
your department their copy. The buying and selling departments should fill
out account numbers in full (fund-dept-code) before sending the IDV to
Accounts Payable. Be sure authorized signatures have been completed. The
charges will show on your month-end Detail Budget Report.
The University's policy is to reimburse employees for necessary and
reasonable travel expenses incurred for authorized and approved University
business. Travelers should be comfortable while traveling, understand all
travel related policies, and obtain reimbursement quickly. Upon completion
of travel, a travel reimbursement voucher must be submitted to obtain
reimbursement for approved travel expenses.
Airline tickets purchased for approved travel by University employees must
be purchased through our state approved travel agencies. They are
Navigant in Colorado Springs, Colorado and Boulder Travel in Boulder
Colorado. To purchase airline tickets you need to have an approved
travel request and reference the T-number with the travel agencies.
The agencies will then charge the tickets to our University Ghost Credit
Card and payment will be made through Accounts Payable before the tickets
are purchased or travel has begun. Travel Request and Travel Advance forms can be picked up in Accounts
Payable office (Adm 211).
This policy is intended to:
Colorado State Travel Management Program
- Ensure compliance with state and federal regulations.
- Establish guidelines for approval, control and accounting for employees
who travel on University business.
- Ensure fairness for both the traveler and the University.
Travel Credit Card
Employees that travel frequently for University business should apply
(through Purchasing) for a University travel card. Charges for travel
including meals, hotels, car rental, etc. can and should be charged to the
Travel Card. The employee is responsible for payment of the Travel
Card - but reimbursement will be made to the employee from Accounts Payable
as soon as an approved travel reimbursement form and accompanying receipts
are submitted to Accounts Payable.
Official Function Forms
All requests for state funds that are used for food, meetings, or beverages
need to be accompanied by an Official Function Form. The form must be
filled out and sent for proper approval before the event.
If you personally have paid for expenses at a function, the Official
Function Form will be sent back to you to be attached with your receipts to
a requisition requesting reimbursement. If an event was done on campus -
the Official Function Form will be sent to Auxiliary Services for
completion of the transaction. Generally any food, beverage or meeting
expenses on campus are covered by the rules for official functions and
require higher level approval of Responsible Approver.
Purchasing Website: Official Functions