Procure to Pay Manual TOC

Procure to Pay Manual for the
Printable Guide (pdf)	Revised August 2006
TABLE OF CONTENTS *Introduction* GENERAL PURCHASING and ACCOUNTS PAYABLE POLICIES and GUIDELINES The Purchasing Department The Accounts Payable Department Responsibility for Obtaining Pre-Approvals and Signatures Responsibility for Validating Master File Keys (MFKs) Tax Exemption Customs and Foreign Orders Gratuities, Conflict of Interest and Federal Anti-Kickback Legislation Prohibition on use of Purchasing or Payment Procedures for Personal Purposes The Vendor Database PReqs PReq Vendor Search Tips AP/PO Web Pages ORDERING GOODS and SERVICES VIA PURCHASE ORDER The Purchase Order and Payment Timeline The Purchase Requisition Process Basic Procedures Purchase Requisitions Tutorial Facilitating the Purchasing Process Entering and Processing Freight Charges The Purchase Order and PO Report Additional Purchase Order Types and Procedures Orders Less Than $5,000 Orders Greater Than $5,000 Blanket Orders Competitive Bidding Equipment Trade-in Equipment Obtaining Equipment On A Trial Basis Sole Source Purchases Auditing of the Competitive Bid Process Professional Service Agreements Confirming Orders for Emergencies Sub-Agreements Copiers, Printing & Photocopying Orders Interdepartmental Requisitions Computers Questions or Problems Processing Payments on Purchase Order Invoices The Payment Process Voucher Payment Types Department Responsibilities e-VOUCHER PURCHASING and PAYMENT PROCESSES e-Voucher -Transactions under $2000 Department Procedures Restrictions Miscellaneous e-Voucher Transactions Additional e-Voucher Payment Types Reimbursements Food Flowers, Gifts and Other Incidental Expenses Subscriptions Prepayments OTHER PURCHASING and PAYABLES PROCEDURES The Purchasing Card or PCard Miscellaneous Accounts Payable Processes Freight Payroll 1099-Miscellaneous Income Tax Reporting Accounts Payable Check Writing Procedures Check Processing Payment Cancellation & Voucher Reissue Express Checks GLOSSARY of TERMS APPENDICES APPENDIX A – Ship-To Codes APPENDIX B – The Purchase Order Report APPENDIX C – How to obtain AP/PO Forms APPENDIX D – Adjustment Voucher APPENDIX E – Interdepartmental Services APPENDIX F – Procurement Card Risk APPENDIX G – University of Iowa Non-discrimination Statement APPENDIX H – Anti-Kickback Regulations APPENDIX I – National Association of Educational Procurement (NAEP) Code of Ethics APPENDIX J – Purchasing Department Staff APPENDIX K – Accounts Payable and Travel Department Staff APPENDIX L – Links