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Section 8 - Payables

Section 8.3 - Payment Documentation

Date: 2/20/06 — Approved: Finance Board, editorial change 12/12/07

The AS Accounting Department approves check requests for payment only if supporting documentation is attached. Documentation may include the following:

These are the optimal ways to document check requests.

• Original receipt
• Original vendor's invoice (if not available, photocopies and facsimiles will be accepted)

These documents should only be used if the original receipt is not available.

• Canceled check (front and back)
• Credit card statement
• Registration forms or related brochures for professional conferences that itemize fees.

Photocopies or billing statements may be used for payment approval only on an exception basis. In some circumstances, a valid purchase order and/or a vendor invoice must also accompany these documents prior to payment. A request for reimbursement without original receipts requires approval of the Budget Manager and Accounting Manager. A statement indicating that the original receipts were lost, signed by the requestor must be included with the request for payment.

The original receipt or vendor's invoice must be canceled at the point of approval by the AS Accounting Department to prevent duplicate payment. Canceled original receipts and invoices become the property of the AS

VENDOR INVOICES

Payments to vendors

Check requests/payment aprons or approval on invoices must include a purchase order number when applicable, and an original copy of the vendor's.

Reimbursement for expenditures

Check requests that are payable to individuals, as reimbursement for payments made on behalf of the AS, must be supported in full by original, paid receipts. When these check requests are used to reimburse non-staff members for travel expenses, the same receipts are required as for travel.

TRAVEL REIMBURSEMENTS

Travel check requests must be supported by original paid receipts. See Section 15.1 - Travel Policy for the specific requirements. In summary, receipts are required for all major transportation, lodging, incidental transportation, and miscellaneous items more than $5 (except meals).

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