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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
1 Admission Fees. 1289 4725
2 Agency accounts, payment from. Various Various
3 Application fees. 1289 4725
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
  a. Guest travel expense with no honorarium or fee.
b. All other guest
1286
1289
4870
4725
6 Court costs. 1266 4735
7 Entry fees. 1289 4725
8 Fee for rental of public facilities when a signed agreement is NOT required. (i.e., room & space rental) 1239 4830
9 Filing fees. 1285 4792
10 Freight Charges 1289 4725
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.)    
  a. Reimbursed directly to an individual.
b. Paid to a hotel, travel agency, restaurant, etc.
1278
1281
4767
4769
15 Non-employee travel - Includes DCFS and Headstart babysitting & travel expenses.    
  a. Travel expenses paid to a third party.
b. Travel expenses reimbursed to an individual.
c. Babysitting
1272
1286
1289
4872
4870
4725
16 Off-campus repair/servicing when signed agreement is NOT required - (note: Does not include items which are serviced by various University service departments.)
1229   4842  
  a. 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.
1221
1224
1225
1229
4838
4840
4837
4842
17 Page charges. (Includes inter-library loan charges; does NOT include pager charges). 1289 4725
18 Participation fees. 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.)    
  a. Student refunds.
b. Non-student refunds.
9932
9939
4960
4950
22 Registration fees related to conferences and meetings - setup/booth charges included; also tuition.    
  a. Payments to vendor.
b. Reimbursements to employees.
1274
1276
4820
4818
23 Reprints.    
  a. Used as educational and instructional material.
b. All other use.
1308
1280
4539
4733
24 Research participant payments - to non-SIU employee volunteers. (Stipends require purchase order; travel is coded as #14 above.) 4489 5030
25 Royalty payments. 1282 4850
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).    
  a. Tort claims.
b. All other claims.
4429
4489
5083
5030
28 Software License 1284 4723
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
  Prizes 4440 5063
31 Subscriptions for publications. 1275 4864
32 Telephone Charges - Reimbursement to employees. 1721 5363
33 Transcripts 1289 4725
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.    
  a. In-state travel.
b. Out-of-state travel.
1293
1294
4346
4386
37 Travel reimbursement to an Employee.    
  a. In-state travel.
b. Out-of-state travel.
1291
1292
4344
4384

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.


URL:   http://www.siue.edu/AP/approved_list.html
Published by:  Accounts Payable
Last Update:  December 7, 2007 by
LaShonda Walker
Send comments to: Karen Kiser