GUEST LECTURER, CHECK REQUESTS & CONFIRMING PURCHASE ORDERS SEPTEMBER 22, 2015 Texas Woman’s University

Guest Lecturer/Performer What is the definition  An Individual presenting lectures, speeches, seminars, workshops, and/or performances What is included  The entire payment for the service (including expenses) When is the form not acceptable  Businesses, faculty or staff members, students  Payment is greater than $5,000.00

Guest Lecturer/Performer con’t What must occur to process payment  Form submitted within five (5) days after service is rendered  All appropriate signatures must be obtained  There is money in the account  Individual must be in the vendor system  or a W9 must be completed

Guest Lecturer/Performer Pain Points Handwritten forms Incomplete or unclear forms Any questions concerns?

Check Requests What are they used for  Postal Services/postage  Registrations (when Pcard is not accepted)  Employee incurred expenses other than travel  Student travel What are they not used for  Memberships  Employee travel  Purchases over $5,000  A means of circumventing purchasing requirements

Check Requests con’t What must occur to process payment  All appropriate signatures must be obtained  VP/Provost if purchasing rules were broken  ORSP if using a grant account  Preparer printed name and signature  Account manager printed name and signature A supervisor signature is required if the payee is also the account manager  There is money in the account  Vendor is setup in the vendor file  If not a W9 must accompany the request

Check Request Pain Points Old forms Handwritten forms Requests for check to be sent to the bursar Insufficient funds available No food justification form – when applicable No supporting documentation for the reimbursement

Confirming Purchase Orders Definition:  A purchase, letter of intent to purchase, or request for scheduling in advance of an order that is made by an individual, without having a valid purchase order. Purchasing Policies  Use of confirming requisitions and purchase orders without an approved TWU payment method is a violation.  Even if you have a signed contract – TWU is not obligated to pay without a valid purchase order

Questions?