Guidelines for the Disbursement of Funds

Responsibilities After Purchase

In the event the vendor provides an invoice to the purchaser, it is the purchaser's responsibility to provide the invoice to the department business office immediately.

Acknowledge the receipt of goods or services to the department business office via:

  • Packing slip
  • Document on invoice
  • Email

If Purchaser pays vendor with university issued payment card:

  • Immediately deliver itemized receipt to business office responsible for allocating and reconciling the payment card transactions.
  • If delivered, acknowledge receipt of goods or services to department business office.

Purchaser pays with personal funds – use only as a last resort:

  • Request reimbursement from department business office providing an itemized receipt, proof of payment and business purpose of purchase.
  • Request within 30 days of purchase date but no later than 90 days. After 90 days could be reported as taxable income to the employee.