Procurement and Payment of Services without a Purchase Requisition:
|In a continuing effort
to improve service and expedite payments to external vendors and reimbursement
to SIU employees,
additional transactions can be made without a purchase requisition. For these items departments can initiate payment by sending an AP Invoice Distribution (IDF) Form to Accounts Payable. However, a requisition must be processed prior to the purchase of goods and services of $10,000 or more.The following is a complete list of transactions that may be processed without a purchase requisition:
|Old Cusas Codes||AIS Object Code|
|2||Agency accounts, payment from.||Various||Various|
|4||Conference materials under $100.00 such as booklets, tapes, and pamphlets made available during a conference.||1308||4539|
|5||Costs related to hosting guests of the University. (Must comply with current University policies; guest travel expenses included with honorarium or fee require a purchase order).||1245||4810|
Guest travel expense with no honorarium or fee.
b. All other guest
|8||Fee for rental of public facilities when a signed agreement is NOT required. (i.e., room & space rental)||1239||4830|
|11||Guarantees to other Universities for visiting intercollegiate athletic teams (Officials/Referees require a purchase order).||1285||4792|
|12||Institutional licensure fees (notary fees, accreditation)||1285||4792|
|13||Institutional membership dues.||1277||4707|
|14||Interviewee expenses - includes all costs (Must comply with current University policies.)|
Reimbursed directly to an individual.
b. Paid to a hotel, travel agency, restaurant, etc.
|15||Non-employee travel - Includes DCFS and Headstart babysitting & travel expenses.|
Travel expenses paid to a third party.
b. Travel expenses reimbursed to an individual.
repair/servicing when signed agreement is NOT required - (note: Does not
include items which are serviced by various University service departments.)
Furniture, office & household equipment, Repair & Maintenance.
b. Machinery & mechanical equipment, Repair & Maintenance.
c. EDP equipment, Repair & Maintenance.
d. All other repair and maintenance of items.
|17||Page charges. (Includes inter-library loan charges; does NOT include pager charges).||1289||4725|
|19||Payments to cover Health Insurance Premiums for individuals with HIV/AIDS. (Does not apply to SIUE)|
|20||Publication charges (note: editorial services require a purchase order).||1289||4725|
|21||Refunds (i.e. overpayment of housing, tuition, deposits, ticket sales, etc.)|
b. Non-student refunds.
|22||Registration fees related to conferences and meetings - setup/booth charges included; also tuition.|
Payments to vendor.
b. Reimbursements to employees.
Used as educational and instructional material.
b. All other use.
|24||Research participant payments - to non-SIU employee volunteers. (Stipends require purchase order; travel is coded as #14 above.)||4489||5030|
|26||Sales commissions on books.||1289||4725|
|27||Settlement of claims by Legal Counsel, Housing, Rec. Center, Student Center, or Self-Insurance Program (does NOT include actual legal fees).|
b. All other claims.
|29||Student loans. (Check with Disbursements for appropriate codes, use)||Various||Various|
|30||Student payments - including fellowships, scholarships, awards, grants, living & educational allowances (note: stipends require purchase order).||4475||5005|
|31||Subscriptions for publications.||1275||4864|
|32||Telephone Charges - Reimbursement to employees.||1721||5363|
|34||Transfer of funds from/to Alumni, Foundation & SIU accounts (Check with Administrative Accounting for appropriate codes, use)||Various||Various|
|35||Transportation - gasoline for University Vehicles; must be paid by Transportation Services.||1896||5130|
|36||Travel reimbursement paid to a third party on behalf of an employee.|
b. Out-of-state travel.
|37||Travel reimbursement to an Employee.|
b. Out-of-state travel.
PURCHASE OF EQUIPMENT IS NOT ALLOWED.
It is important to recognize that these modified procedures are not intended to circumvent acceptable business practices, the Procurement Code, Comptroller's Act, or any other existing internal or external statute or regulation.
If you need additional information after consulting this source, you are encouraged to contact Accounts Payable at 618-650-2585.