Operational Notes & Procedures

• Purchases of goods and services via:
  • Ascent Purchase Order
  • Request for Payment for items such as subscriptions, memberships, honoraria,  conference registrations and petty cash reimbursements
  • Procurement Card
• Payments to suppliers are typically processed on Tuesday and Thursday evenings
• Suppliers will be paid electronically whenever possible
• Invoices will be received electronically from suppliers whenever possible
• Invoices are scanned & attached to each voucher:
  • How to view scanned invoice
• Guidelines for requesting an outgoing wire transfer
• Matching is a daily process where purchase orders are reconciled to invoices and receipts
  • Payments to suppliers will not be made until documents match
  • Your prompt participation in resolving match exceptions when requested aids in maintaining positive supplier relationships
• IRS form 1099 Miscellaneous Income is mailed in January for the preceding calendar year

Ensuring Success Tidbits

Determine appropriate method to obtain goods or services:

• If using Ascent PO:
  
  • create requisition
  • obtain required approvals
  • attach supporting documentation, if required
• If using Request for Payment:
  
  • select correct form for your employer
  • obtain required signatures
  • attach all supporting documentation
• If using Procurement Card:
  
  • retain support and documentation for charge

Determine your Legal Entity

Accounts for Procurement Card Purchases
(secure intranet link)

Resources

• Jefferson Policies and Procedures
  • #118.02 Purchase Request
  • #103.15 Request for Payment
  • #103.00 Procurement Credit Card, Use Of
  • #103.10 Petty Cash Fund
  • #118.14 Return of Supplies or Equipment to Vendors
• Review transactions
  • Activity on financial systems
  • Accounts Payable Distribution Reports
    • Monthly and Fiscal Year to Date versions
    • Published to VistaPlus for online viewing on first of month for preceding month
  • Procurement Card
• Discussion on Employee or Independent Contractor determination
• Reference for paying foreign Honorariums: International Affairs Website