1. Texas Woman’s University
Guest Lecturer, check requests & confirming purchase orders

2. Guest Lecturer/Performer
Who is it?
An Individual presenting lectures, speeches, seminars, workshops, and/or performances
What is included?
The entire payment for the service including any expenses
When is the form not acceptable?
Businesses, faculty or staff members, students
Payment is greater than $5,000.00
It is not for someone to perform the work of a temporary employee
It is not for a specialized individual – i.e. phlebotomist
It’s all coded the same – meaning the individual will need to retain any receipts associated with travel to offset them on their tax forms
If it is greater than $5000 – requisition is required

3. Guest Lecturer/Performer
In order for payment to process:
Form must be submitted within five (5) days after service is rendered
All appropriate signatures must be obtained
Have form completed and ready to be signed on day of service.
There must be money in the account
Individual must be in the vendor system
or a W9 must be completed
Don’t forget that ORSP must sign off on any grant accounts

4. Guest Lecturer/Performer Pain Points
Handwritten forms
Incomplete or unclear forms
Any questions concerns?
Your writing is hard to read – couple that with sending it via fax – really hard to read
Telling us the person is well known in their field does not tell us how the University will benefit from the service

5. Check Requests What are they used for What are they not 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
Be safe – do a requisition

6. 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
Financial Aid approval if payee is a student
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 must be money in the account
Vendor must be setup in the vendor file
If not, a W9 must accompany the request.

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

8. 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

9. Questions?