Controller’s Division February 2015

Purchase Orders are processed by Supply Chain (Purchasing). Purchase Order Check Request P-card Check Requests are processed by Controller’s Division (Accounts Payable). P-card purchases are processed by Supply Chain (P-card Office).

Which Payment Method to Choose?  “HOW TO PURCHASE” Matrix: Main Points:  Purchase Orders often REQUIRED  P-cards ENCOURAGED (Efficient and easy way to pay!)  Check Requests only when P.O. or P-card can’t be used ? Purchase Order P-Card Check Request

PURCHASE ORDERS:  Purchases over $5,000 / Services over $2,499  Commitments with multiple payments  Equipment (Capital Assets) > $999  All Computers  Trade Vendors (Supplies, Small Value Equipment, Chemicals, etc.) P-CARDS:  EVERYTHING POSSIBLE !!!  No Services (e.g. Consultants, Accountants, Caterers, etc.)  No Food  No Travel (Conference Registration and Training Fees O.K.)  No Computers (Peripherals O.K.)  No Assets > 999  No Hazardous Materials  No Gift Cards CHECK REQUESTS:  General: Reimbursements and Single Payments for Services. NOT for purchasing goods or equipment !!!  Expense Reimbursements - Travel,, Food (if allowed!!)  Consultants, Honoraria

Check Request Template: pdf Provide documentation (“justification” section and/or attachments) Sign it !!! Approval by Supervisor or Department Head. Not self approved. Checks must be coded with complete account (CFC): r_the_web.pdf Mail to A/P A/P Approves, Pays & Mails Get Approval Attachments Required? Prepare Check Request Budget Checking

Attachments Sometimes Required:  For payment to ANY new payee if for services: W-9 Form  For payment to an individual for Services:  Service Agreement Request (SAR)  Employee/Independent Contractor Determination Checklist  University System Employees Consultant Agreement Between Institutions (if individual is an employee of another institution in the University System)

Moving Expenses Responsible Office: Human Resources Paid through Payroll H/R Forms Repository:  Relocation Expense Authorization Form  Requests for Reimbursement of Relocation Moving Expenses Study Subject Compensation Payment Method - Checks: –Responsible Office: Division of Sponsored Program Administration –Research/DSPA Forms Repository: Research Subject Check Reimbursement Form (preprinted; available in DSPA) Research Subject Payment Transfer Form Gift Cards (Project Cash Funds): –Responsible Office: Controller’s Division (approved by DSPA) Georgia Regents Medical Center or GRU Foundations Disbursements normally made using standard GRU payment methods (P.O. / Check Request / P-card) using an GRU established non-sponsored project id. If GRU can’t process payment (due to State purchasing or budgetary restrictions), submit check requests directly to foundations using their unique forms. (Foundations are separate legal entities with their own business processes.

Controller Division / Accounts Payable Web Site Donna Rayner Director of AP/Travel Corrina Warner Assistant Controller Controller’s Division Forms: GRU Administrative Policy Library::