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AP, Purchasing & Travel Depts

Procure to Pay Manual
for the

Printable Guide (pdf)
updated March 2009

TABLE OF CONTENTS

  1. GENERAL PURCHASING and ACCOUNTS PAYABLE POLICIES and GUIDELINES
    1. The Purchasing Department
    2. The Accounts Payable Department
    3. Responsibility for Obtaining Pre-Approvals and Signatures
    4. Responsibility for Validating Master File Keys (MFKs)
    5. Tax Exemption
    6. Customs and Foreign Orders
    7. Gratuities, Conflict of Interest and Federal Anti-Kickback Legislation
    8. Prohibition on use of Purchasing or Payment Procedures for Personal Purposes
    9. The Vendor Database
    10. PReqs
      1. PReq Vendor Search Tips
      2. AP/PO Web Pages
  2. ORDERING GOODS and SERVICES VIA PURCHASE ORDER
    1. The Purchase Order and Payment Timeline
    2. The Purchase Requisition Process
      1. Basic Procedures
      2. Purchase Requisitions Tutorial
      3. Facilitating the Purchasing Process
      4. Entering and Processing Freight Charges
    3. The Purchase Order and PO Report
    4. Additional Purchase Order Types and Procedures
      1. Orders Less Than $5000
      2. Orders Greater Than $5000
      3. Blanket Orders
      4. Competitive Bidding
      5. Equipment
      6. Trade-in Equipment
      7. Obtaining Equipment On A Trial Basis
      8. Sole Source Purchases
      9. Auditing of the Competitive Bid Process
      10. Professional Service Agreements
      11. Confirming Orders for Emergencies
      12. Sub-Agreements
      13. Copiers, Printing & Photocopying Orders
      14. Interdepartmental Requisitions
      15. Computers
      16. Questions or Problems
    5. Processing Payments on Purchase Order Invoices
      1. The Payment Process
      2. Voucher Payment Types
      3. Department Responsibilities
  3. e-VOUCHER PURCHASING and PAYMENT PROCESSES
    1. e-Voucher -Transactions under $5000
      1. Department Procedures
      2. Restrictions
    2. Miscellaneous e-Voucher Transactions
    3. Additional e-Voucher Payment Types
      1. Reimbursements
      2. Food
      3. Flowers, Gifts and Other Incidental Expenses
      4. Subscriptions
      5. Prepayments
  4. OTHER PURCHASING and PAYABLES PROCEDURES
    1. The Procurement Card
    2. Miscellaneous Accounts Payable Processes
      1. Freight
      2. Payroll
      3. 1099-Miscellaneous Income Tax Reporting
    3. Accounts Payable Check Writing Procedures
      1. Check Processing
      2. Payment Cancellation & Voucher Reissue
      3. Express Checks
  5. GLOSSARY of TERMS
  6. APPENDICES

Accounts Payable, Purchasing & Travel Departments | 202 Plaza Centre One | University of Iowa | Iowa City, IA  52242 | 319-335-0379

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