Financial Policies Training: Small Dollar Invoice Payment (2.1.8) Effective: May 17, 2010

These PowerPoint slides are intended for training purposes. In the event of any discrepancy or interpretation difference between the policy and the slides, the policy dictates.

Small Dollar Invoice Payments What are they? When are they allowable? Other considerations Initiating, Approving, Processing Organizational unit steps Accounts Payable Special arrangements Policy Violations Resources Agenda

What are they? Payment method within UC Flex Real-time Used to pay vendors for the purchase of goods/services $300 or less Not used to pay individuals (including employees) Small Dollar Invoices

When are they allowable? Invoices/prepayments of $300 or less P-card can’t be used Vendor doesn’t accept P-card restriction on good/service Vendor is not on university term contract Doesn’t warrant a purchase requisition Anticipated total annual expenditure for goods/services less than $3,000 Item is not: lab animal, radioactive materials, weapons, ammunition, hazardous materials, select biological agents, prescription drugs or controlled substances Small Dollar Invoices

Other considerations: The UC Flex transaction may be restricted to select org units within a VP or Provostal area Pyramiding is not permitted Pyramiding charges—The use of split transactions in an attempt to break purchases into smaller dollar amounts and thereby circumvent established limits. Small Dollar Invoices

Org unit steps Complete “Small Dollar Invoice Authorization” Form Initiator and reviewer/approver cannot be the same person Reviewer/approver should not be subordinate to initiator if possible Process transaction in UC Flex SDI Direct Processor role UC Flex document number recorded on top of the form Invoice marked “PAID” Documents to be kept in the org unit Small Dollar Invoice Authorization Form with UC Flex document number Invoice (original or copy marked “PAID”) Any other supporting documentation No need to contact or send anything to Accounts Payable unless special arrangements needed Initiating, Approving, Processing Small Dollar Invoice Payments

Accounts Payable Pays the small dollar invoice Within two business days from org unit posting in UC Flex Check (only * ) mailed to vendor * * unless special arrangements Initiating, Approving, Processing Small Dollar Invoice Payments

Special Arrangements Required documents must accompany check to vendor Org unit must contact Accounts Payable (AP) Org unit sends documents required to accompany check to AP along with the UC Flex document number Check to be forwarded to org unit (instead of mailed to vendor) Org unit must contact AP and provide name of “org unit contact” to receive check “Org unit contact” should be someone other than the initiator and the reviewer/approver Initiating, Approving, Processing Small Dollar Invoice Payments

Policy Violations UC Flex role removed Potential administrative/disciplinary action Personal or non-university uses Referred to Internal Audit Reimburse the university Small Dollar Invoice Payment

Resources Financial Policies web site, for (under Financial Policies Documents) Small Dollar Invoice Payment (2.1.8) (under Forms) Small Dollar Invoice Authorization Form Policy questions