Payment Method for Expenditures - Quick Reference Guide

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1 Advertising - Newspaper, Radio, Television (less than $5,000 and no agreement required) Advertising - Newspaper, Radio, Television (over $5000) All Tangible Goods and Items ($5,000 and less) All Tangible Goods and Items (More than $5,000) Exclusions may exist on Individual Campuses. Consult Campus Procurement for Exclusions. Auctions, Public Awards related to University Employment **Reference Policy when in Place Billing by Third Party Books, Publications, Newspaper/ Subscription (price in print required) Building Rent/Lease Payments for off-campus facilities Camera Allowance Car Allowance Cell Phone Reimbursement - business use of personal phone Call Detail & Worksheet Clothing Allowance Commercial Wireless Telephone (includes cellular and radios) Commissions Consultant Fees Deposits on Hotel/Room Reservations (requires form completed) for Individual Travel Business if over $500. Dues for Organizational Membership (Benefit statement required) 1 of 5 Dated: 4/11/2005

2 Equipment Leases/Rental Equipment Maintenance/Repairs - work performed off-site by Incorporated Vendor Equipment Maintenance/Repairs - work performed on-site or by individuals, soleproprietors or non-incorporated vendors. Equipment Maintenance/Service Agreements Exhibit Space for Conventions, Conferences, Trade Shows, etc. Expense Advance Request (prior approval required by Campus Accounting Office allowed. If not, allowed. If not, Express Mail (i.e. FedEx, Floor Covering Removal and/or installation Gasoline for University owned vehicles Hazardous &/or Radioactive Materials Incentive payments - Authorized or Approved to purchase these products - Not Authorized or Approved Intellectual property (ie. Photography services, webpage/software development, sound/video recordings) International Exchange Agreements/ Educational Experiences Items on Term Contracts through Procurement Lab Testing ($5,000 or less) Lab Testing (vendor not incorporated or total amount between $5,000 & $10,000) Lab Testing (over $10,000) Lodging/Car Rental/Transportation (Direct Bill) 2 of 5 Dated: 4/11/2005

3 Meals - Food Only (no servers or wait staff) Contracted Provider -If 10 people or more, list group name and business purpose. If fewer than 10 people, list attendee names and business purpose. - Oncampus/Contracted Provider is preferred. If not able to use, then follow payment method designated or contact Campus Procurement Office for more Meals - Food with Catering - provided on-campus (includes servers or wait staff) Meals - Food with Catering - provided off-campus (includes servers or wait staff) Moving Expenses - Moving University property from one department to another (Not Campus Moving Expenses - Paying vendor directly for moving new employee (relocation) STLOU - If using contracted moving company - > $10,000 STLOU - If not using contracted moving company - If Contracted Provider is not able to provide - < $10,000 Contracted Provider - - Contact Campus Procurement Office for more information regarding required documentation. - -Contact Campus Procurement Office for more information regarding required documentation. Moving Expenses - Reimbursement to employee (relocation) Send forms to Accounting Moving Expenses - When vendor requires purchase order. Pagers and Paging Performances (Missouri 2% Entertainers Tax) Postage (United States Postal Service) - must be handled through UMSL ITS -Contract required for services > $500 Campus Mail Service Preferred. Only use outside services if obtained prior approval or necessary due to off-campus location. Printing Campus Printing Service preferred. Only use outside services if obtained prior approval or necessary due to off-campus location. Refunds CRR# Required as Reference on Comments Registration Fees - Conferences/Meetings/ Trainings Reimbursements to individuals for purchases made of $100 or less (petty cash eliminated) Exceptions may exist, contact your Campus Accounting Office. Administrative Superior or designee signature required. 3 of 5 Dated: 4/11/2005

4 Research Subject Payments Royalty payments Sam's Club Purchases on Term Contracts through Procurement - work performed off-site by Incorporated Vendor on Term Contracts through Procurement - work performed on-site or by individuals, sole-proprietors or non-incorporated vendors. Shuttle - Local to and from airport for travel departure. (For chartered services see Transportation Category) Speaker Fees/Honorarium - if has Transportation option. No HOSPT allowed allowed. If not, Contract required for services > $500 Stipends, Scholarships, Fellowships, and Awards for Students Transcription Transportation (Charted Buses, Aircraft, Watercraft, etc.) - Financial Aid Exceptions may exist. Contact your Campus Accounting Office for more Select charter service contracts have been approved for payment with. Contact campus Procurement office for a list of these approved contracts. Airfare - Paid directly to vendor/travel agency TRAVEL REIMBURSEMENT - MADE TO INDIVIDUAL * Airfare - reimbursements to individuals * Hotel/Room Reservation Deposits * Lodging * Meal Allowances * Personal Vehicle * Personal/Leased Aircraft * Registration * Rental Cars Utilities/Cable TV - on campus - if has Transportation option. 4 of 5 Dated: 4/11/2005

5 Utilities/Phone/Cable TV - off campus 5 of 5 Dated: 4/11/2005