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         PURCHASING SERVICES AND ACCOUNTS
                                               PAYABLE
                       POLICIES AND PROCEDURES




Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised January, 2012(This
information is confidential and it is intended for use only by TU employees).                                     Page 1 


 
CONTACT INFORMATION .............................................................................................................................. 5 
INTRODUCTION ............................................................................................................................................ 6 
PURCHASING SERVICES MISSION .................................................................................................................. 6 
GENERAL POLICIES ........................................................................................................................................ 7 
   PURCHASING CODE OF ETHICS ................................................................................................................... 7 
   EQUAL OPPORTUNITY ............................................................................................................................... 7 
   CONFLICT OF INTEREST .............................................................................................................................. 8 
   SAMPLES AND DEMONSTRATIONS........................................................................................................... 10 
   ALCOHOL POLICY ..................................................................................................................................... 10 
   EMPLOYEE GIFTS POLICY.......................................................................................................................... 11 
BUSINESS OPORTUNITIES ............................................................................................................................ 12 
   CREDIT APPLICATIONS ............................................................................................................................. 12 
   BIDS, QUOTATIONS AND VENDOR SELECTION .......................................................................................... 12 
   STATE SALES TAX EXEMPTION SEE OKLAHOMA SALES TAX EXEMPTION PERMIT (NUMBER 52840) .......... 14 
REQUEST FOR NEW VENDORS ..................................................................................................................... 15 
U.S. CUSTOMS ............................................................................................................................................ 16 
                    .
LOGOS AND TRADEMARKS  ......................................................................................................................... 16 
CATALOGUES AND LITERATURE .................................................................................................................. 18 
                         .
DATATEL PURCHASING MODULE  ................................................................................................................ 18 
PURCHASING PROCESS ............................................................................................................................... 19 
   METHODS OF PURCHASING ..................................................................................................................... 19 
   PURCHASE REQUISTIONS AND PURCHASE ORDERS .................................................................................. 20 
   REQUISITIONS ......................................................................................................................................... 20 
   REQUISITION STATUS .............................................................................................................................. 21 
   REQUISITION FLOW ................................................................................................................................. 22 
   AP TYPES ................................................................................................................................................. 23 
                                                             .
   REQUISITION APPROVAL REQUIREMENTS  ............................................................................................... 24 
                                                                                             .
   OFFICERS WITH DATATEL ACCESS AND APPROVAL AUTHORITY  ............................................................... 25 
   REQUISITION APPROVAL PROCEDURE ..................................................................................................... 26 
   SPECIFICATIONS ....................................................................................................................................... 26 
PURCHASE ORDERS ..................................................................................................................................... 27 
   PURCHASING THRESHOLDS ...................................................................................................................... 27 
   PURCHASE ORDERS STATUS ..................................................................................................................... 28 
   PRE‐PAID PURCHASE ORDERS .................................................................................................................. 28 
   EMERGENCY PURCHASE ORDERS ............................................................................................................. 29 

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 2 
   PURCHASE ORDER CHANGES ................................................................................................................... 29 
   PURCHASE ORDERS WITH ATTACHMENTS ............................................................................................... 30 
   ENCUMBRANCE OF A REQUISITION / PURCHASE ORDER .......................................................................... 30 
   SOLE‐SOURCE PURCHASES ....................................................................................................................... 30 
BLANKET PURCHASE ORDERS ...................................................................................................................... 31 
   GENERAL INFORMATION ......................................................................................................................... 31 
CORPORATE CARD TRAVEL & ENTERTAINMENT CARD ................................................................................. 33 
PROCUREMENT CARD ................................................................................................................................. 34 
CONTRACTS ................................................................................................................................................ 34 
UNIVERSITY CORPORATE OFFICERS ............................................................................................................. 35 
MAINTENANCE AGREEMENTS ..................................................................................................................... 36 
OTHER SERVICES OFFERED BY PURCHASING DEPARTMENT ......................................................................... 36 
                   .
   CELLULAR PHONES  .................................................................................................................................. 36 
   DISPOSAL OF SURPLUS EQUIPMENT AND OTHER ITEMS .......................................................................... 37 
SPECIAL PURCHASES OR AGREEMENTS ....................................................................................................... 39 
                                .
   FORMS MANAGEMENT  ........................................................................................................................... 39 
   LEASES ‐ EQUIPMENT ............................................................................................................................... 39 
   PRINTING ................................................................................................................................................ 39 
PURCHASE OF FOOD AND/OR BEVERAGES USING UNIVERSITY FUNDS ........................................................ 40 
PURCHASES ON RESEARCH GRANTS ............................................................................................................ 42 
ACCOUNTS PAYABLE ................................................................................................................................... 42 
   ACCOUNTS PAYABLE MISSION ................................................................................................................. 43 
   INVOICING ............................................................................................................................................... 43 
   INVOICE PAYMENTS ................................................................................................................................ 44 
   REIMBURSEMENTS .................................................................................................................................. 45 
   PROCEDURE FOR REIMBURSEMENT ......................................................................................................... 46 
TRAVEL‐ENTERTAINMENT EXPENSE POLICY ................................................................................................ 47 
CASH ADVANCES ......................................................................................................................................... 50 
PETTY CASH PURCHASES ............................................................................................................................. 51 
CHECK REQUESTS ........................................................................................................................................ 51 
VENDOR PAYMENT (VENI) .......................................................................................................................... 52 
OTHER ACCOUNTS PAYABLE POLICIES ......................................................................................................... 53 


     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 3 
   PAYMENT TO FOREIGN PERSONS – TAXABLE INCOME 1099 ..................................................................... 53 
                       .
   WIRE TRANSFER POLICY  .......................................................................................................................... 56 
                                                           .
   BANK DRAFT POLICY FOR FOREIGN PAYMENTS  ....................................................................................... 58 
FIXED ASSETS .............................................................................................................................................. 58 
   OBJECT CODES FOR FIXED ASSETS ............................................................................................................ 59 
   OTHER OBJECT CODES ............................................................................................................................. 59 
MOVING EXPENSE POLICY ........................................................................................................................... 65 
   PURPOSE ................................................................................................................................................. 65 
   WHO IS COVERED .................................................................................................................................... 65 
   POLICY ..................................................................................................................................................... 65 
   MILEAGE ................................................................................................................................................. 66 
   AIR FARE ................................................................................................................................................. 66 
   MEALS ..................................................................................................................................................... 66 
   LODGING ................................................................................................................................................. 66 
                                  .
   INCIDENTAL EXPENSES  ............................................................................................................................ 66 
FORMS ........................................................................................................................................................ 67 




     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 4 
                  Purchasing Services and Accounts Payable

                                    Policies and Procedures
CONTACT INFORMATION 
Office of the Controller

Purchasing Services

Accounts Payable

The University of Tulsa

Address Information

Office of the Controller

Purchasing Services

Accounts Payable

McClure Hall

Room 105

2905 East 7th Street

Tulsa, OK 74104-9700

Mailing Address

800 South Tucker Drive

Purchasing Services

McClure Hall Room #105

Tulsa, OK 74104-9700

Purchasing Services Phone:                          (918) 631-2537

Fax:                                                (918) 631-3370

E-Mail:                                             jerry-holloway@utulsa.edu

Accounts Payable Phone:                             (918) 631-2551

Fax:                                                (918) 631-3370

E-Mail:                                             cheryl-little@utulsa.edu



     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 5 
INTRODUCTION 
The primary purpose of the University of Tulsa Purchasing Services and Accounts
Payable departments is to work with faculty, staff and students on the purchasing and
payables process to meet their needs to acquire goods and services.

The objective of this manual is to outline policies and procedures to allow for purchases
and payments to be completed in a timely and effective manner and to help
departments comply with University purchasing practices.



This manual is intended to list general policies; however, exceptions do occur
and Purchasing Services will respond to such cases within the bounds of good
business practices. Policies are subject to revision; please check with
Purchasing Services for updates.

All the University employees who either buy through the requisition and
purchase order process through Purchasing Services or request payment or
reimbursement through Accounts Payable will be held responsible for the
information presented in the various manuals posted on the Purchasing
Services and Accounts Payable website:
http://www.utulsa.edu/controller/purchasing/. You will be notified
regarding policy and procedures changes through Current Events.



 PURCHASING SERVICES MISSION 
The mission of The Purchasing Services Department of The University of Tulsa is to
support the procurement process of goods and services for the University in an
efficient and timely manner. This shall be consistent with the quality required and in
compliance with all policies and procedures established for the University of Tulsa by
the Board of Directors. The Purchasing Services Department strives to achieve its goals
through best standards practices with consideration to sustainability.



 

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 6 
GENERAL POLICIES  
PURCHASING CODE OF ETHICS 
From the National Association of Educational Buyers' Code of Ethics (NAEB)

1. To give first consideration to the objectives and policies of my institution.

2. To strive to obtain the maximum ultimate value of each dollar of expenditure.

3. To cooperate with trade and industrial associations, governmental and private
    agencies engaged in the promotion and development of sound business methods.

4. To demand honesty in sales representation whether offered through the medium of
    a verbal or written statement, an advertisement, or a sample of the product.

5. To decline all personal gifts and gratuities which might in any way influence the
    purchase of materials.

6. To grant all competitive bidders equal consideration, to regard each transaction on
    its merits; to foster and promote fair, ethical and legal trade practices.

7. To use only by consent original ideas and designs devised by one supplier for
    competitive purchasing purposes.

8. To be willing to submit to arbitration on any major controversies.

9. To accord a prompt and courteous reception, insofar as conditions permit, to all
    who call on legitimate business missions.

10.To counsel and cooperate with other public purchasing professionals and to
    promote a spirit of unity among them.

EQUAL OPPORTUNITY 
The University of Tulsa is an equal opportunity employer and institution of higher
education. The University endeavors to create and nurture an informed and inclusive
environment in its workplace and educational programs. Affirmative action and equal
employment opportunity are integral parts of The University of Tulsa, not just because
they are legally mandated but because we recognize that the present and future
strength of the University is based primarily on people and their skills, experience, and



     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 7 
potential. The University of Tulsa seeks to recruit, select, and promote students,
faculty, and all other employees on the basis of individual merit.

The University of Tulsa, an Affirmative Action/Equal Opportunity institution, recognizes
the need to increase representation by under-represented groups. The Affirmative
Action/Equal Opportunity Employment officer at The University of Tulsa has the
responsibility for implementing and monitoring the Affirmative Action Plan of the
University and assisting with the application and interpretation of pertinent laws.

The University has made no statements contrary to this policy. If any such statements
have been made, the University expressly disavows them.

CONFLICT OF INTEREST 
In addition to The University of Tulsa's Conflict of Interest Statement as referenced in
the Employees’ Policies and Procedures Manual, University personnel are expected to
guard against the University's entering into any purchase commitment which could
result in a conflict of interest or the appearance of conflict of interest. See Conflict of
Interest Questionnaire at
http://www.utulsa.edu/controller/pdf/conflict_questionaire.pdf

The purpose of this policy is to provide guidance concerning the avoidance of conflict of
interest to all University of Tulsa's employees engaged in any aspect of the Purchasing
function.

Employees engaged in the Purchasing function are expected to be free of interests or
relationships that are actually or potentially detrimental to the best interests of the
University. Employees shall not engage nor participate in any commercial transaction
involving the University, its affiliates, divisions or departments in which they have an
undisclosed financial interest.

Any employee engaged in purchasing who has assumed, or is about to assume, a
financial or other outside business relationship that might involve a conflict of interest,
must immediately inform the supervisor of the circumstances involved. This
information is reviewed at an appropriate level to determine whether a conflict of
interest is present, and, if so, what course of action is to be taken. In this connection,
a conflict of interest exists where an employee:

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 8 
    A. has a direct or indirect interest in or relationship with an outsider that is
        inherently unethical or that might be implied or construed to be, or make
        possible personal gain due to the employee's ability to influence dealings; render
        the employee partial toward the outsider for personal reasons or otherwise
        inhibit the impartiality of the employee's business judgment; place the
        employee or the organization in an equivocal, embarrassing or ethically
        questionable position; or reflect on the integrity of the organization;

    B. takes personal advantage of an opportunity that properly belongs to the
        University;

    C. discloses University trade secrets or any other proprietary information to
        unauthorized persons.

In regard to entertainment, favors and gifts, the University and Purchasing Services
are committed to the development and long-term relationships with the community
and our vendors. As a general rule, employees who are engaged in the Purchasing
function must not accept anything of value from third parties that may influence the
business decisions they make on behalf of the University. To that end, employees are
prohibited from accepting anything of value from third parties, except as provided
herein.

Employees should not accept gifts of more than nominal value such as excessive
entertainment, loans, pleasure trips, the use of recreational facilities or vacation
homes or other substantial favors from any company or individual that has, or is
seeking to have, a business relationship with the University. Employees may accept
gifts of nominal value. "Nominal" is value of fifty dollars ($50.00) or less, or its
equivalent in any other currency, unless such gift or (or series of gifts) would create
the appearance of potentially influencing the business decision of the employee.

The exchange of social amenities (i.e., business lunches, dinners or entertainment)
between University employees and third parties is acceptable when reasonably related
to a clear business purpose and within the bounds of good taste and what is customary
in a normal business relationship. However, any entertainment, favor or gifts that is
too repetitive or carries a perception of influence or obligation for the giver or the


     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                     Page 9 
recipient is inappropriate. It is very important that the appearance of impropriety
must be avoided.

SAMPLES AND DEMONSTRATIONS 
Departments must contact Purchasing Services for approval before allowing vendors to
furnish materials or equipment as samples and/or demonstrations, provide tours of
their facilities, or offer product training sessions or seminars.

ALCOHOL POLICY 
The University of Tulsa is an educational and social community wherein its students,
faculty, staff, administration, and their guests interact in a wide variety of activities. It
is acknowledged that at some of these activities the consumption of alcoholic
beverages may occur. So that these activities can be reasonably governed, and in
order to promote responsible conduct with respect to alcohol consumption, the alcohol
policy is established to conform with state and federal laws and in keeping with the
mission of The University of Tulsa.

The University deplores the abuse of alcohol, intoxication, and unacceptable conduct
which may result there from. A University-wide commitment to alcohol education
prevails. Further, members of the University community are assured that the absence
of alcohol from social events is an acceptable practice.

The University of Tulsa holds its students, officers of student organizations, faculty,
staff, administration, and guests responsible for the observance of state and federal
laws with respect to alcoholic beverages. These laws prohibit consumption of alcoholic
beverages by anyone less than 21 years of age. These laws also make it unlawful to
sell, purchase, deliver, or furnish alcoholic beverages to anyone less than 21 years of
age or to an intoxicated person, to consume them in a public place, or to misrepresent
one's age to obtain alcoholic beverages.

All events where alcoholic beverages may be consumed, whether held on or off the
campus, are to be properly registered with the Student Affairs Office, Holmes Student
Center. University departments wishing to purchase alcoholic beverages must have
prior written approval from the appropriate Vice President.


     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 10 
To access on-line forms, go the University’s main page (www.utulsa.edu) and select
‘Student Life-Office of Student Affairs’ and scroll down to Event Registration. Choose
between the ‘Student Organization Alcohol Event Registration’ form for Student
Organization/Group Events and the ‘Event Registration for Departments/Faculty form.
The approved Registration form should be submitted to Campus Security at least seven
days prior to the event. Campus Security will then forward the form to the Office of
Student Affairs. Forms are also available by calling the Office of Student Affairs. For
any questions regarding these procedures, call the Office of Student Affairs at 631-
2327 or 631-2328.

Note: The Controller’s Office requires departments using University Funds to forward a
copy of the completed Alcohol Event Registration Form to the Purchasing Services
Department referencing the requisition number on the form. Also, a person seeking
reimbursement must have an ‘Alcohol Event Registration’ form on file in the Office
Student Affairs.

http://www.utulsa.edu/~/media/Files/dining/alcohol-policy-oct2010.ashx

Reimbursement to either a vendor or individual will not be processed by Accounts
Payable until the approved form has been received in the Purchasing Services
Department.

Please refer to the University of Tulsa Student Handbook for the complete Alcohol
Policy.

EMPLOYEE GIFTS POLICY 
Personal gift purchases for employees and students are not appropriate university
expenses. Employees may solicit each other to fund gift or flower purchases.

The University will fund formally established honors, awards, and other official
recognition. Flowers are requested from the President's Office in the case of
hospitalization of employees and in the case of death of employees or close relations
(parents, spouses, and children). Other requisitions or reimbursement requests for
flowers for these purposes will be denied.




     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 11 
BUSINESS OPORTUNITIES 
 

Vendors wishing to do business with The University of Tulsa should contact Purchasing
Services. Upon request by the departments and review by the Director of Purchasing,
vendor information is placed in the University's electronic vendor file. This policy
ensures equitable treatment of all vendors and promotes efficient fulfillment of
departmental needs. While The University of Tulsa tries to notify interested parties of
current solicitation opportunities, vendors are added upon request of Purchasing
Services by departments of the University.

Purchasing Services makes no guarantee that vendors will be included in any or all
solicitations.

    All vendors must complete a TU Vendor Registration form. Certain vendors will also be
required to complete a W-9 form in compliance with IRS guidelines. The requester
from the department will gather all this information and forward it to Purchasing
Services. The vendor information must be in the system database before payment will
be made.

Purchasing Services’ office hours are from 8 a.m. to 5 p.m., Monday through Friday.
Appointments are encouraged. To set up an appointment with the Director of
Purchasing Services, call (918) 631-2537.

CREDIT APPLICATIONS 
Vendors who require completed credit applications should submit them to Purchasing
Services. Purchasing Services is responsible for processing and mailing any credit
applications to the vendor. The University of Tulsa uses a standardized format for
completion of all credit applications.

BIDS, QUOTATIONS AND VENDOR SELECTION 
It is the University's practice to procure goods and services from vendors who offer
quality materials, services at the lowest cost, or adhere to special needs. Purchases
are made by soliciting competitive quotations, through bidding procedures or
negotiated pricing.

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 12 
Competitive Quotations commonly referred to as RFQ’s are used by Purchasing
Services on behalf of the departments at the University of Tulsa for informal request of
prices for procurement of goods or services. An RFQ can be accomplished in writing or
by phone. In any case the department requesting this RFQ will communicate with the
vendor to accept or negotiate this quotation.

    The bidding procedure is a formal request for a sealed bid according to Purchasing
Services policies and procedures. This document will contain technical specifications
and a formal bid opening and closing date. The bidder must submit the sealed bid to
be considered for a bid award.

A formal sealed bid may be modified or withdrawn by written notice prior to the official
closing date and time specified on the original bid.

Vendor selection is based on the vendor's compliance with the University's
specifications, price, delivery, service, terms and conditions, and locations. Vendors
must comply with all applicable laws and regulations regarding equal employment
opportunity.

All quotes and bids shall be submitted FOB to The University of Tulsa. If The University
of Tulsa agrees to pay the freight cost, that cost should be added to the invoice. When
the University agrees to pay freight charges, the vendor still retains the responsibility
of seeing that the goods are delivered in a condition acceptable to the University. It is
The University of Tulsa's policy to refuse collect shipments.

Please refer to the University's policy regarding vendors and Conflict of Interest in this
manual. Vendors' interests are to be protected against unwise disclosures, which
would be detrimental to the vendor and the University.

The final selection of the vendor is the responsibility of Purchasing Services.


 
 
 



     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 13 
STATE SALES TAX EXEMPTION SEE OKLAHOMA SALES TAX 
EXEMPTION PERMIT (NUMBER 52840) 
The University of Tulsa is exempt from payment of Oklahoma State Sales Tax levied by
the State of Oklahoma, on purchases of tangible personal property or services,
including materials, supplies, and equipment purchased for construction and
improvement of buildings and other structures owned and operated for educational
purposes.

No sales tax should be charged on invoices to The University of Tulsa, unless the
purchase order specifies "Subject to Sales Tax." You can download The University of
Tulsa Exemption Oklahoma’s permit at:

http://www.utulsa.edu/controller/purchasing/forms.shtml.

The University of Tulsa has also entered into agreements with the following states for
sales tax exemption:

    1. Florida

    2. Idaho

    3. Illinois

    4. Indiana

    5. Iowa

    6. Kansas

    7. Kentucky

    8. Massachusetts

    9. Mississippi

    10.Missouri

    11.New Jersey

    12.New York

    13.Ohio

    14.Oklahoma

    15.Texas


     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 14 
    16.Utah

    17.Virginia

    18.Wisconsin

    19.Wyoming

REQUEST FOR NEW VENDORS 
If it is necessary to set up a new vendor before entering a requisition into the
Purchasing Datatel Module System, please do the following:

    Company or Corporation 

All potential new vendors for The University of Tulsa need to complete the following
forms which each department must send to the vendor.

       TU Vendor Cover letter
       TU Vendor Registration and substitute W-9 Form.
       IRS W9 is also required from certain vendors who provide services (such items
        as honorariums, consulting fees and other personal services or win prizes or
        receive interest payments from The University.

When the department receives these forms from the vendor they will forward all forms
to Purchasing Services for processing. Upon approval by the Director of Purchasing
Services, the company will be entered into the database system and the department
will be able to create a requisition for a purchase order. Purchasing Services will notify
the department when the new vendor has been entered into Datatel Vendor file.

    Individuals  

All potential individual new vendors for The University of Tulsa follow the same process
described above for companies or corporations. The Internal Review Services (IRS)
requires the University to obtain an individual’s correct taxpayer’s identification
number (social security number) and certification that the payee is not subject to
backup withholding. The University can be fined $50.00 per each incorrect entry
supplied to the IRS. To protect the University and to meet requirements for the IRS,
individuals must complete the IRS W-9 to verify their information. This also would

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 15 
apply to individuals who receive payments for such items as: honorariums, lecture
fees, consulting fees, sale of goods and other personal services. This list is not
inclusive.

All these forms: the IRS W-9, Vendor Cover Letter and TU Vendor Registration form
may be reproduced from the Purchasing Services website at
http://www.utulsa.edu/controller/purchasing/forms.shtml

U.S. CUSTOMS 
As a general rule, material being imported into this country from a foreign source must
be cleared through U.S. Customs. Notification of an arriving shipment that requires
clearance will normally be received from the carrier by phone or mail. For the
convenience of the departments,                PanalPina Inc. is the Customs Broker that acts as
the agent for The University of Tulsa. PanalPina Inc. has limited power-of-attorney for
the purpose of international customs-related transactions.

An application for waiver of import duty on foreign equipment acquisitions may be
submitted to the U.S. Department of Commerce where there are no domestic
producers of comparable equipment. U.S. Customs must approve applications prior to
shipping.

LOGOS AND TRADEMARKS 
The University of Tulsa has established a trademark licensing program to control the
use of its trademarks ensuring the quality and consistency of all of the University's
merchandise. It also enables the University to generate revenue from the sale of
merchandise bearing its logos and marks. Outside of the University, the trademark
licensing program creates a cooperative and positive working relationship with the
manufacturers and retailers who work with the University.

Any mark, logo, symbol, nickname, letter(s), word(s) or combination of these that can
be associated with the University qualifies as a trademark. The University's trademarks
may be viewed at http://www.utulsa.edu/unir/standards/logos/. Certain logos and
trademarks are registered with the United States Patent and Trademark Office.




     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 16 
Anyone wishing to use the marks, logos and symbols of the University must obtain a
license and all products/uses must be approved by the University's Licensing Director
Pete Sandman. The approval ensures all products/uses associated with the University
are of high quality and good taste and, ensures the non-approval of potentially
hazardous items. Also, federal trademark laws require that the University control its
name and marks; therefore, the University must be very selective in granting
permission in all instances.

Failure to obtain a license or approval from the University's Licensing Director would be
grounds for the seizure of all non-approved merchandise bearing the University's
marks and/or legal recourse by the University against the manufacturer and/or seller.

Anyone who wishes to obtain a license to produce merchandise must submit a license
application. This application informs the University of how its marks will be used, what
type of product the applicant makes, how the University is going to be represented,
etc. Applications can be obtained by contacting:

The Collegiate Licensing Company

290 Interstate North, Suite 200

Atlanta, GA 30339

(770) 956-0520 or (770) 955-4491 Fax

The Collegiate Licensing Company is the licensing representative for the University. As
the University's representative, CLC is responsible for administering the licensing
program, including processing applications, collecting royalties, enforcing trademarks
and pursuing new market opportunities for the University.

The University’s Licensing Director, Pete Sandman or CLC can provide a list of current
licensees for the University's merchandise and information on the products produced
by all licensees so you can match your needs with the right company.




     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 17 
The "Officially Licensed Collegiate Products" label signifies merchandise has passed the
standards of quality set forth by the University and a portion of the purchase is
returned to the University. The person responsible for the Trademark Licensing
Program is:
Pete Sandman (Pete-sandman@utulsa.edu)
The University of Tulsa
Director of Financial Services
800 South Tucker Drive Tulsa, OK 74104-9700
(918) 631-2613 or (918) 631-2033 Fax

CATALOGUES AND LITERATURE 
Purchasing Services will provide current vendor catalogues for departmental reference
upon request. Departmental personnel may solicit such material independently
providing the communication does not involve the University in any commitment.



DATATEL PURCHASING MODULE 
 

The Purchasing Module is designed to facilitate the ordering and receiving of goods.
The module not only provides the mechanisms for the tracking and control of
Requisitions, Purchase Orders, Blanket Purchase Orders and the acceptance of goods,
but the data captured and maintained offer analytical tools useful throughout the
budgeting, purchasing and payment processes. Each department is responsible for
making sure its employees attend training sessions. Contact Purchasing Services for
information on how the requester can be assigned to enter/approve requisitions in
Datatel and the Purchasing Datatel training class schedules.

The Purchasing Services Training Manual for the Datatel Purchasing Module can be
located on the Purchasing Services website: www.utulsa.edu/controller/purchasing.



 
 
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PURCHASING PROCESS 
 

The objective of this Section is to provide an overview of the purchasing procedures.
It is recommended that employees review these procedures before entering a
requisition in Datatel.

METHODS OF PURCHASING 
The University of Tulsa's policy states that vendors must obtain a valid Purchase Order
issued by Purchasing Services from the department at time of purchase of goods and
services. Under this policy, the University will not assume liability for invoices that do
not reference a Purchase Order number.

For purchases $1000.00 and under:

After the requisition has reached “Outstanding' status”, the requisition number can be
given to the vendor at time of purchase.

    For purchases over $1000.00:

A Purchase Order number, not a requisition number, must be given at time of
purchase.



A vendor may also choose to accept the University's departmental procurement card -
JPMorgan Chase Master Card for payment of purchases of goods and services.

Therefore, University departments have a duty to pay only for purchases made
according to Purchasing Services' approved policies and procedures. Moreover, any
purchase made without regard to these policies and procedures will become the
personal responsibility of the individual placing the order. If a vendor disregards
Purchasing Services policies and procedures, Purchasing Services may remove the
vendor from the University's approved vendor file.




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There are several ways to purchase good/services at The University of Tulsa

    Purchase Orders                                 Datatel Purchasing Module

Requisitions                                        Datatel Purchasing Module

Blankets Purchase Orders                            Datatel Purchasing Module

Procurement Card                                    Departmental

Reimbursements                                      Departmental


 
PURCHASE REQUISTIONS AND PURCHASE ORDERS 
 

In this section the different steps to complete a requisition and a Purchase Order are
outlined. For detail information please refer to the Datatel Purchasing Training manual
at http://www.utulsa.edu/controller/purchasing/. If any of these steps are not clear,
please contact the Purchasing Services department for assistance.

REQUISITIONS 
Requisitions offer a means for departments to enter purchasing requests directly into
Datatel. You can create these documents, modify them and when complete and
approved, the Purchasing Services staff will make the completed requisition into a
purchase order.

         Online requisitions can streamline the purchasing process.

         They enable staff and faculty members to complete the necessary “paperwork”
          online.

         They can automatically check for the availability of funds.

         They can minimize errors by validating the information as it is entered.

         They can be quickly routed online for all necessary approvals.

         They can be efficiently turned into purchase orders or blanket purchase.

         The first step to initiate the purchasing of all goods and services start with the
          Requisition Process.

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     The authorized staff from each department enters the requisition in Datatel,
        following Purchasing Services policies and procedures and expense account
        availability.

       Requisitions should contain detail information regarding the items
        goods/services you are purchasing: Why, What, who, when and where
        questions are a good outline to follow. The goods and services should be
        itemized.

       The requisition is approved by the requester, if he/she has the authorization
        approval or it is sent to the next level of approval according to the purchasing
        approval thresholds. Requesters are responsible for making sure of the accuracy
        of the information for each requisition.

       Approvers review and approve the requisition making sure that it complies with
        purchasing policies and procedures.

       When the requisition has been approved and the status has become
        “outstanding” and if the requisition is less or equal to $1,000, the requester can
        ive this number to the vendor, making sure that he will receive a Purchase
        Order, when created.

     Purchasing Services runs a daily report that shows all the approved and
        “outstanding” requisitions. This report is reviewed by the Director and Assistant
        Director of Purchasing, and the Manager of Accounts Payable. Any need for
        correction or clarification is referred back to the requester.

REQUISITION STATUS  
    A requisition’s status changes as it passes through the system. Datatel

    assigns the following status codes automatically at various stages of the process.

    U — In Progress (Unfinished)

    The requisition has been saved in an “incomplete” state. To save a requisition as
    “In Progress,” leave the Requisition "done” field on the REQM form set to “No” when
    you save the record. On this status, the requisition cannot be launched into the
    approval stream. A purchase order cannot be generated from an “In Progress”
    requisition.
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    N - Not Approved

    To be considered complete and reach “Not Approved” status, a requisition

    must contain the following data:

       Requisition date

       Initiator

       A description, price, quantity and GL Account number for at least one line

       Item

       The Requisition Done field set to “Yes”

    O — Outstanding

    The requisition has been approved and is ready to be turned into a purchase order.
    To make changes to an “Outstanding” requisition, you must delete any existing
    approvals and restart the approval process after you have changed the necessary
    information. As soon the requisition is approved again, it reaches “Outstanding”
    status, and it must contain the following data:

       Requisition date

       Initiator

       A description, price, quantity and GL Account number for all the lines items
        ordered

       The Requisition done field set to “Yes”.

    P — PO Created

    A purchase order or blanket purchase order has been created from the

    requisition. When a requisition has “PO Created” status, you can no longer

    view it via the REQM form – you can use the Requisition Inquiry (RINQ)

    form to review details of the requisition.

REQUISITION FLOW 
    The forms/screens used to enter a requisition in Datatel are:

       The Requisition Maintenance (REQM) form

       The Requisition Item List (RQIL) form

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       The Requisition Item Maintenance (RQIM) form


AP TYPES 
AP TYPE 1 
AP.TYPE 0001 will generate a printed Purchase Order (PO) with terms and conditions
defined on the reverse side. Purchasing Services will mail the PO to the vendor UNLESS
OTHER INSTRUCTIONS ARE GIVEN.
    It is used in the following circumstances: 

       Requisitions created for merchandise or service over $1,000

       Pre-Payment required for dues, subscriptions, memberships and deposits

       Departmental stationery order (Hawkeye)

       Request to pick up or fax Purchase Order to the department.

AP TYPE 2 
    It is used for a confirming Purchase Order ($1,000 or less), that has been placed by
    the department. A hard copy of the Purchase Order will not be printed.

AP TYPE 5 
    It is used for a Blanket Purchase Order, which is printed on a Purchase Order Form
    with terms and conditions defined on the reverse side and is forwarded to the
    department for disposition. Blanket Purchase Orders may remain in effect
    throughout a fiscal year and are to be used when a department uses the same
    vendor for multiple purchases during the year.

To obtain a complete list of AP.TYPES, you may type . . . (3 periods) in the AP.TYPE
line of the requisition. The AP.Type must be reviewed each time a requisition is
generated since the system defaults to the AP.Type of the previous requisition.

 

 

 

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INTERNAL AP TYPES (MOST FREQUENTLY USED) 
    AP TYPE           Internal Organization                                       Vendor Number

    CCST              Campus Computer Store                                       124401

    CLSV              Client-Services-Help Desk                                   150257

    DNET              Data Networking                                             135573

    GOLD              University of Tulsa                                         454056

    GYM               Mabee Gym                                                   886316

    HOUS              Housing Twin Towers                                         132163

    UNRL              University Relations                                        122023

    FLMT              Fleet Maintenance/Physical Plant                            918741

    GMST              Gilcrease Museum Store                                      709562


 
REQUISITION APPROVAL REQUIREMENTS 
In order to provide appropriate financial control over the expenditure of University
funds, each Departmental Responsibility Center has established the approval flow for
its departments. In addition to those approvals, the following approvals are required:

Computers                          Vice President for Information Services and Chief
                                   Information Officer                                 SCHOENDA
Approval of computer hardware purchases: Mandatory entry under Approvals required
on all requisitions drawn on Object Code 59002 and 99002.
Approval of computer software purchases : Mandatory entry under Approvals required
on all requisitions drawn on Object Code 59012 ,99012,53104,93104.
Fixed Assets                       Accounts Payable                                    LITTLECH
Review all purchases of Capital Assets. Mandatory entry under Approvals required on
all requisitions with Object Code 59001, 59002, 59012, 99001, 99002 and 99012.




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Physical Plant                     Executive Vice President, Corporate Secretary
                                   and Treasurer                                       BUCKKC
Review all purchases from Plant Funds. Mandatory entry under Approvals required on
all requisitions drawn on Fund Group 61(61-X-XXXXXXX-5XXXX).
Research                           Research Office                     (Research Officer Assigned)
Review all purchases on Grants and Contract accounts. Mandatory entry under
Approvals required on all requisitions drawn on Type 9 (XX-X-XXXXXXX-9XXXX).
AGENCY ACCOUNTS                    Business Office                                     GARNERMG
Review all purchases from Agency Funds. Mandatory entry under Approvals required
on all requisitions drawn on Fund 70 (70-X-XXXXXXX-XXXXX).
Expenses over $1,000 must be approved by Pete Sandman - SANDMAPJ
PURCHASING                                                                             HOLLOWJR
Requisitions $50,000 to $100,000 require the approvals of the Director of Purchasing
Services and one (1) authorized officer.

Requisitions over $100,000 require the approvals of the Director of Purchasing
Services and two (2) authorized officers.

 

OFFICERS WITH DATATEL ACCESS AND APPROVAL AUTHORITY 
OFFICER TITLE                                                NAME                               DATATEL ID

President                                                    Steadman Upham                     UPHAMST

Provost and Vice-president for Academic                      Roger N. Blais                     BLAISRN
Affairs

Vice Provost for Research and Dean of                        Janet A Haggerty                   HAGGERJA
the Graduate School

Executive Vice President , Corporate                         Kevan C. Buck                      BUCKKC
Secretary & Treasurer

Vice President for Enrollment & Student                      Roger W. Sorochty                  SOROCHRW
Services



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Senior Vice President for Planning &                         Janis I. Zink                      CAVINJI
Outreach

Associate Vice President for Institutional                   Kayla Acebo                        ACEBOKK
Advancement

Associate Vice President & Controller                        Michael D. Thesenvitz              THESENMD

Director of Financial Services & Asst.                       Peter J. Sandman                   SANDMAPJ
Secretary

Vice President for Museum Affairs,                           Duane H. King                      KINGDH
Executive Director and Thomas Gilcrease
Chair


 
REQUISITION APPROVAL PROCEDURE 
To record an electronic approval in Datatel, the system will require having a Datatel
approval password for each level of approval.

Use Approval Password Maintenance screen to setup this password. If you need detail
information, in how to setup this password, please contact Purchasing Services or look
up the information in the Purchasing Datatel Training manual at
http://www.utulsa.edu/controller/purchasing/

SPECIFICATIONS 
Required specification needs are the initial prerogative of the department. Purchasing
Services will assist when requested in formulating specifications. University practice
requires submitting specifications in a manner that will permit fair and equitable
considerations from all known, qualified sources. The quality of an item or service is
stipulated in the specification section of the bid document. The specifications may be
technical or a brand name may be used. In either case, the specification expresses
the quality required as opposed to a preference for a particular brand name item.
Vendors with products meeting or exceeding the quality requirements are encouraged
to bid or quote even though the brand name of their product may not be mentioned in
the specifications. If a vendor can supply both the brand name listed and an alternate
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that meets the requirements, the vendor is invited to bid or quote on both items. The
final decision on the specifications to be purchased requires the joint approval of the
requisitioning department and Purchasing Services.



PURCHASE ORDERS 
 

The Purchase Order is the legally binding instrument between The University and the
Vendor. The Purchasing Services department generates a Purchase Order and after it
is signed by the Purchasing Services Director, this document is forwarded to the
vendor or the department.

The vendor receives the Purchase Order, delivers the goods or service requested and
sends an invoice to Accounts Payable department.

The University of Tulsa’s policy states that the vendor must obtain a Valid Purchase
order issued by Purchasing Services for all purchases of goods and services. Under this
policy the University will not assume liability for invoices that do not reference a valid
Purchase Order Number.

Therefore, University departments have a duty to pay only for purchases made
according to Purchasing Services' approved policies and procedures. Moreover, any
purchase made without regard to these policies and procedures may become the
personal responsibility of the individual placing the order. If a vendor disregards
Purchasing Services policies and procedures, Purchasing Services may remove the
vendor from the University's approved vendor file.

PURCHASING THRESHOLDS 
Before goods or services can be purchased, the following criteria must be met:

1. Purchases under $5,000.00 require only appropriate departmental approval.

2. Purchases of $5,000.00 or over, but under $10,000.00 require a minimum of three
    quotes. Either the department or Purchasing Services can obtain faxed or written
    quotations. At the discretion of Purchasing Services, telephone quotes may be



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    accepted. If the department obtains quotes, they will be reviewed by Purchasing
    Services before final selection.

3. Purchases over $10,000.00 require a minimum of three (3) competitive written
    sealed bids solicited by Purchasing Services.

Purchasing Services may, at its discretion, secure competitive bids regardless of the
dollar thresholds

PURCHASE ORDERS STATUS 
Outstanding               The Purchase Order is complete. The line items are ready to be
                          accepted upon receipt of merchandise.

Accepted                  Merchandise and/or Service have been received. These items have
                          been accepted in Purchase Order Receiving (PORC).

Backordered               A partial shipment of a line item has been received and accepted in
                          Purchase Order Receiving (PORC). The remainder of the line item
                          will be backordered.

Invoiced                  Invoice and/or Purchase Order have been processed for payment
                          by the Accounts Payable Department.

Paid                      A check has been printed for invoice and/or Purchase Order.

Voided                    The Purchase Order has been voided per request from the
                          department.

Closed                    The Purchase Order has been closed per request from the
                          department.

Reconciled                The Purchase Order (for an internal charge) has been processed
                          against the correct general ledger account and has been closed.

PRE‐PAID PURCHASE ORDERS 
Purchase Orders that require pre-payment are defined as follows: dues, subscriptions,
memberships, and deposits. Companies who invoice and accept Purchase Orders will
not be allowed to receive pre-payment. Pre-payments should be acknowledged in the
comments line of the requisition. The Attachment form, the original and one (1)
copy of the documentation (2 copies total) must be sent to Purchasing

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Services before pre-payment can be processed. Unique requests for pre-payment
must be directed to the Accounts Payable Manager.

The check process for a Pre-Paid Purchase Order Process requires a three-day turn-
around.

Requests for pre-payment will not be forwarded to Accounts Payable until the
Department has furnished Purchasing Services with the following documentation from
the vendor: 1) vendor name, 2) vendor remit-to address and 3) dollar amount
requested for pre-payment. In addition, the department should verify that the vendor
information is correctly listed in Datatel.

Reminder: Vendor checks will be mailed. However, a vendor may pick up a check for
his company. Departments cannot pick up a vendor’s check without prior permission
from the Controller’s office. Checks can be picked up for Honorarium (Speakers or
Performers).

EMERGENCY PURCHASE ORDERS 
An emergency shall be defined as any situation which, if not corrected immediately or
acted upon, would be seriously detrimental to the interest of the University.

Emergency Purchase Orders require special procedures and handling. To initiate an
Emergency Purchase Order, the authorized person in the department creates a
requisition and contacts Purchasing Services with the requisition number once the
requisition has an ‘outstanding’ status. Purchasing Services will then create the
Purchase Order.

In the interest of efficiency and economy, requests for Emergency Purchase Orders
should be confined only to emergencies as defined above.

PURCHASE ORDER CHANGES 
Purchasing Services is responsible for making all changes to a Purchase Order.
Changes will only be made upon receipt of a departmental Email. Purchase Order
changes include the following: cancellation (void or close), changes to a general ledger
number (GL#), vendor changes and description. Line items cannot be deleted or dollar
amount changed.


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PURCHASE ORDERS WITH ATTACHMENTS 
Departments must notify Purchasing Services through the REQM Comments line when
attachments are necessary. The Attachment form is used when:

       It is necessary to mail documentation to the vendor with the Purchase Order

       A pre-payment is required. One original and one (1) copy of the documentation
        (2 copies total) must be sent to Purchasing Services before a pre-payment can
        be processed.

Verify that the vendor’s name and address on the documentation matches information
in Datatel. Make sure that the dollar amount requested is listed on the documentation

ENCUMBRANCE OF A REQUISITION / PURCHASE ORDER 
Once a requisition become “outstanding” and/or a Purchase Order is created in the
system, an "encumbrance" for the amount of the purchase is charged against the
budget line assigned to the purchase. This encumbrance is deducted from the account
balance. Once the item is received and invoiced, the encumbrance for the acquisition
is removed and the actual cost of the item is charged to actual revenue/expense
column on your budget printouts. Budget status can be viewed "on line" by using the
Datatel mnemonic ACBL.

 
SOLE‐SOURCE PURCHASES 
Purchasing Services selects those sources which can best serve the interests of the
University and also reserves the right of final decision in selection of sources. Under
exceptional and limited circumstances, the procurement of materials, parts, supplies,
equipment or services without competition may occur.

Sole-Source items require detailed documentation from the requisitioning department
to justify their purchase and to ensure that the cost charged by the vendor is
reasonable and customary. The Justification of Sole-Source Purchases form must
accompany the requisition and is to be used in the following circumstances:

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    a) When products or services can be obtained from only one person or firm.

    b) When competition is precluded because of the existence of patent rights,
        copyrights, secret processes, control of raw materials or other such conditions.

    c) When the procurement is for electric power or energy, gas, water or other utility
        services where it would not be practical to allow a contractor other than the
        utility company itself to work upon the system.

    d) When the procurement is for technical services in connection with the assembly,
        installation or servicing of equipment of a highly technical or specialized nature.

    e) When the procurement is for parts or components to be used as replacements in
        support of equipment specifically designed by the manufacturer.

     f) When the procurement involves construction where a contractor is                              already at
        work on the site (based on the existing Purchase Order) and it would not be
        practical to engage another contractor.



BLANKET PURCHASE ORDERS 
GENERAL INFORMATION 
 

Blanket Purchase Orders are Purchase Orders that are open for the current fiscal year
and are created when departments determine they will make multiple purchases of
supplies to one vendor. The specific dollar amount established for the Blanket Purchase
Order is encumbered against the annual budget.

The purchases must be of an expendable or consumable nature.

Examples of Blanket Purchase Orders that can be established:

                         Office supplies
                         Copy paper
                         Toner cartridges
                         Pharmaceuticals
                         Maintenance agreements
                         Books

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                         Copying Services
                         Contracts with multiple payments
                         Professional Services
                         Research Agreements with multiple payments

However, Blanket Purchase Orders will not be created for the following categories:

                     o    Computer Equipment

                     o    Stationery Printing

                     o    Entertainment             ( with Controller’s approval)
                     o    Travel
                     o    Equipment
                     o    Inventoried Items – such as tables, desks, chairs, blackboards,
                          typewriters, cameras & video equipment

Departments will create requisitions for Blanket Purchase Orders for each fiscal year.
BPO’s will be effective for the University of Tulsa’s fiscal year unless otherwise stated.

Purchasing Services generates a BPO’s Requisition Register for all “outstanding”
requisitions with AP type 5. This report is used to verify requisition information before
processing the Blanket Purchase Orders. Each department is responsible for mailing
the original Blanket Purchase order to the vendor (if applicable). Purchasing Services
will not keep any copies. Therefore, it is important that a copy of the BPO is kept in
departmental files.

The Blanket Purchase Orders follow the same process of the regular Purchase Orders.
These orders are issued from a department that frequently needs good or services
from the same vendor. They are established to cover variable periods and allow the
department to order directly from the vendor. It only covers one line item and it has to
have specific description of the goods or services that can be ordered. When the
Blanket Purchase Order does not have enough funds to cover invoices, the requester
will be notified to increase the amount on the Blanket Purchase Order.



 
 
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CORPORATE CARD TRAVEL & ENTERTAINMENT CARD 
 

The JPMorgan Chase Master Card can be used in lieu of cash advances for both
University travel and entertainment expenses - expenses such as airfare, car rentals,
hotels and motels, restaurant and car services. In addition, the JPMorgan Chase
Corporate T&E Master Card can also be used for other legitimate reimbursable business
expenses purchased for The University of Tulsa. Purchasing Services will periodically
review corporate cardholder business transactions to ensure appropriate use of the
card.

The JPMorgan Chase Master Card application can be download at
http://www.utulsa.edu/controller/purchasing/forms.shtml.

    Upon completion, forward the application to Purchasing Services for processing. Do
not send the application directly to JPMorgan Chase. All of the Corporate Master Cards
will be forwarded to The University of Tulsa Purchasing Services office for distribution.
These cards are issued for your convenience, at no cost. As the cardholder, it is your
responsibility to reconcile and pay the full amount due on your billing statement each
month. The University of Tulsa will not pay JPMorgan Chase directly.

To be reimbursed for any University-related expenses incurred with the JPMorgan
Chase Master Card, you must submit a Travel/Entertainment Expense Report Form for
departmental approval. This form can be found at
http://www.utulsa.edu/controller/purchasing/forms.shtml

    Original receipts or proof of purchase and all pertinent documentation must
accompany the completed form. After departmental approval, your packet will be
forwarded to Accounts Payable to be processed. Note that travel expenses cannot
be reimbursed prior to the trip.

If you choose, for any reason, to cancel your JPMorgan Chase Corporate Card, please
return the card to Purchasing Services for official cancellation.



 

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PROCUREMENT CARD 
 

The purpose of the ProCard Program is to help improve the purchasing process by
streamlining Small Dollar Purchases expanding controls, increasing efficiency, reducing
the number of checks issued, reducing paperwork for all departments and providing
purchasing access to companies that previously would not accept orders.

Employees who have been issued a ProCard may initiate transactions in person, by
telephone, fax or internet within the limits of the procedures and must reconcile
monthly account statements. Payments to vendors are made through the Master Card
settlement system. The University of Tulsa will make monthly payments to JPMorgan
Chase through Accounts Payable. All departmental charges will be downloaded to
general ledger accounts weekly.

You can find the manual for the Procurement Card (ProCard) Policies and Procedures
for Small Dollar purchases at
http://www.utulsa.edu/controller/pdf/ProCard_Manual.pdf 

The application packet for the Procurement Card can be downloading at
http://www.utulsa.edu/controller/purchasing/forms.shtml



CONTRACTS 
 

A properly executed Purchase Order constitutes a contract, which binds both The
University of Tulsa and the vendor. Purchase Orders may be supplemented by
contracts when appropriate. In such cases only an authorized officer of the University
may execute these contracts.

Only an officer or other designated individuals so authorized by the Board of Trustees
can contract for The University of Tulsa to sell University assets or create other
obligations. All contracts, leases, bills of sale, etc., must be executed by the
appropriate corporate officer. All legal fees must be approved in advance by the Office
of the Executive Vice President or its designee.


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The Vice President for Research and the Associate Vice President for Research and
Dean of the Graduate School are authorized to sign research agreements.

The Director of Purchasing Services handles and executes all purchase orders in
accordance with the published Purchasing Services and Accounts Payable Policies and
Procedures manual at The University of Tulsa.

The Vice President for Information Services and Chief Information Officer is authorized
to sign appropriate maintenance contracts, resale commitments and licensing
agreements and contracts for the lease or purchase of computer and
telecommunications software and equipment.

The Vice President for Enrollment and Student Services is authorized to sign contracts
involving certain activities and other appropriate contracts.

The Vice President for Institutional Advancement is authorized to sign appropriate
contracts.

The Director of Athletics is authorized to sign contracts involving the scheduling of
athletic events and related activities.

The Associate Vice President for Facilities & Campus Events is authorized to sign
contracts to book events with campus facilities.

The Vice President for Museum Affairs is authorized to sign appropriate contracts for
Gilcrease Museum.



UNIVERSITY CORPORATE OFFICERS 
 

     President
     Provost and Vice President for Academic Affairs
     Vice Provost for Research and Dean of the Graduate School
     Executive Vice President, Corporate Secretary and Treasurer
     Vice President for Museum Affairs, Executive Director and Thomas Gilcrease
        Chair.
     Vice President for Information Services & Chief Information Officer
     Vice President for Enrollment and Student Services

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     Senior Vice President for Planning and Outreach
     Associate Vice President and Controller
     Director of Financial Services and Assistant Secretary, Office of the Controller

If there is doubt as to the authority of any staff member to make purchases, the
vendor should contact Purchasing Services at (918) 631-2537.



MAINTENANCE AGREEMENTS 

When deemed advisable, it is The University of Tulsa's practice to enter into
maintenance agreements to properly protect and maintain equipment. Such
agreements are restricted to a specific period of time usually to conform to The
University of Tulsa's fiscal year. It is the responsibility of the department being
charged to see that the maintenance is being performed.



OTHER SERVICES OFFERED BY PURCHASING DEPARTMENT 
CELLULAR PHONES 
The University recognizes circumstances that require specific employees to be available
outside the office environment. Cellular telephone service can be secured through
Purchasing Services for those employees that qualify using the following guidelines.

    Authorization 

All employees requiring cellular service must complete the Cellular Telephone
Authorization form. This form includes the supervisor’s signature, cellular plan
selected and general ledger account number to be charged.

Cellular Telephone Authorization forms may be downloading from
http://www.utulsa.edu/controller/purchasing/forms.shtml     

 Payment 

Monthly invoices will be processed utilizing the department general ledger account
number listed on the Cellular Telephone Authorization form.
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    Use 

All cellular plans are provided with a specific number of usage minutes. Cellular
service is provided with official use being the predetermined reason for its existence.

   Responsibility 

The employee shall be responsible for the condition of the Cellular Phone device. If it is
broken or deemed unusable due to negligence or misuse during the first contract year,
the employee shall be responsible for the repair or replacement of the device.

All new phones will be supplied with a case to provide enhanced protection


DISPOSAL OF SURPLUS EQUIPMENT AND OTHER ITEMS 
 

Surplus equipment and other items will be disposed through the Director of Purchasing
Services acting as the agent for the University of Tulsa. Surplus equipment and other
items cannot be disposed of without prior approval of the Director of Purchasing. This
includes aged, damaged obsolete or excess furniture and equipment. Departments
shall notify the Director of Purchasing Services of surplus items that are of no further
value to the user department.                  After Purchasing Services has been notified, the
department shall send a work order to the Physical Plant to pick up the surplus
equipment.

The Disposal of Surplus Equipment and Other Items Form must be completed and
submitted to the Director of Purchasing before any item can be declared surplus. The
form is located, on the web at
http://www.utulsa.edu/controller/purchasing/forms.shtml.

If more space is needed for the surplus items, attach a list to the Disposal of Surplus
Equipment and Other Items form and include the following information:

University Inventory ID Number or state that there is no Inventory ID Number.

    1. Description of item.

    2. Serial Number.

    3. Model Number.

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    4. Current Location: Department, Building, Room Number.

    5. Owner of equipment or item.

    6. Reason for Disposal of Surplus.

 If item is retained with The University of Tulsa and moved to another department or
 location please indicate on Disposal of Surplus Equipment and Other Items.

 The order of preference for disposal of surplus items by the Director of Purchasing will
 be:

     1. Trade-ins on replacement equipment;

     2. Other University departments;

     3. Non-profit organizations; and

     4. Public offerings (auctions, bids, etc.).

 Any surplus equipment or property remaining after being offered to the University
 departments shall be disposed of by the Purchasing Services Department.

 If the department does not need the surplus as a trade-in on replacement equipment,
 Purchasing Services will first offer items designated for disposal to other University
 departments. This may be done by internal notices and advertising in e-mail and/or
 combined with published notices of periods when the surplus area is open for
 inspection by University staff.

 Authority for various types of and levels of equipment and other items of disposal
 shall be as follows.

 Only University Department Chairpersons may declare property as "surplus."

     1. Any disposal of property with a market value of $25,000 or greater shall have
         prior approval of the Vice President for their college.

     2. The Director of Purchasing Services may approve transfers, including donations,
         to governmental agencies, political subdivisions and non-profit organizations up
         to a value of $25,000 per transaction.

Purchasing Services shall maintain records of all disposed surplus sales and transfers
and will provide a report to the appropriate offices. Money received from the surplus
sales shall be credited to the general fund. 


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SPECIAL PURCHASES OR AGREEMENTS 
FORMS MANAGEMENT 
Staples Print Solutions provides a Forms Management service for all departments of
The University of Tulsa. This service includes form design, printing, warehousing and
inventory control. Purchasing Services coordinates the ordering for the University. All
Staples Print Solutions forms should be requested by completing the Forms requisition
TU-100 found in the Forms section on the Purchasing Services website and forwarding
the approved request to Purchasing Services for processing. All charges for Staples
print Solutions will be posted against the appropriate general ledger account stated on
the Forms Requisition.

LEASES ‐ EQUIPMENT 
The lease or rental of equipment may be authorized providing funds are available
during the fiscal year to cover the period involved. Moreover, the terms or conditions
may not place any undue liability on The University of Tulsa. Also, if the decision to
acquire the equipment at a later date is made, the agreement or lease must not result
in any interest charges or additional expense. Standard procurement procedures are to
be followed.

PRINTING 
Purchasing Services will be the only contact with these vendors. Forward any
questions or problems on these orders to Purchasing Services.

Forms

Purchasing Services provides a Forms Management Program that includes form
 design, numeric control, printing, warehousing, inventory control and distribution.
 This program is for departmental forms that are high-volume and of a long-term
 nature. Purchasing Services coordinates this program for the University.

Stationery

All orders for letterhead, envelopes and business cards for all departments must be
processed through Purchasing Services. Purchasing Services annually chooses vendors
who will maintain the consistency and University specifications stated in the University
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of Tulsa Graphics Standards Manual. Exceptions to these standards for this category
must be approved through The University of Tulsa's Office of University Relations.

To process Stationery Orders:

If the person is a TU employee, you need to fill out the attachment forms that you can
find at: http://www.utulsa.edu/controller/purchasing/forms.shtml

For graduate students please refer to Graduate Student Business Card Order Form at:  
http://www.utulsa.edu/~/media/Files/graduate/GA_Handbook.ashx 

Send these forms to Purchasing Services with the requisition number.

Brochures

The Office of University Relations provides all other printed materials. Their
responsibility includes the design, planning, preparation of specifications and the
bidding process. University departments must follow the ordering thresholds for
printing sanctioned by The University of Tulsa.



PURCHASE OF FOOD AND/OR BEVERAGES USING UNIVERSITY 
FUNDS 
 

This policy is based on the understanding that whenever food and/or beverages are
purchased using University funds (directly or through reimbursement), regardless of
where those purchases are consumed, those purchases must be made through                                     Dining
Services unless the purchase qualifies for an exemption as provided for in this policy or
is done in a manner consistent with the University policy for reimbursement for travel
and/or entertainment expenses.

Furthermore, when University facilities are used (either indoors or outdoors) in
connection with the activities of any TU organization and/or outside group, food and/or
beverages consumed at such an activity must be purchased through Sodexo Dining
Services unless the purchase qualifies for an exemption as provided for in this policy.

Additionally, this policy is not meant to replace or contradict any other University
policies regarding the appropriate use of University funds. Specifically, the policy


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information is confidential and it is intended for use only by TU employees).                                    Page 40 
regarding travel expense reimbursement regarding food and beverages and the criteria
for reimbursement of entertainment expenses in connection with University business
as required by the IRS and the policy regarding the purchase of alcoholic beverages
and serving and consumption of alcoholic beverages on campus remain in effect.
Certain stipends such as those received by Cyber Corps students for the purchase of
food for personal consumption are not covered by this policy.

The only exemptions to this policy are:

1) purchases which represent a total cost of food and/or beverages for the activity of
less than $100 that are also consistent with other University policies including those
mentioned here;

2) purchases of $100 or more which are consistent with other University policies
including those mentioned here and which have received an approved exemption in
writing (after giving reasonable notice requesting an exemption) in advance of the
activity by Sodexo’s Director of             Dining Services or the Director's designee;

and 3) purchases outside of the greater Tulsa area which would be impractical for
Sodexo’s Dining Services to address and purchases in any off campus facility within the
greater Tulsa area which prohibit catering by anyone other than the facility’s own staff.

There may be times when a University employee or student group, serving as a host
and not wishing the event to be catered but wishing to use University funds, wishes to
have a function at his or her home (or University Housing facility in the case of a
student group) in the greater Tulsa area which would result in a legitimate expenditure
of University funds consistent with the University’s policy pertaining to entertainment.
If the total cost of food and/or beverages is less than $100, these will be
automatically approved and the catering exemption request form will not be needed as
long as the food is purchased from a licensed vendor and, if alcohol is included, the
appropriate alcohol event registration form is submitted with the request . If the total
cost of food and/or beverages is $100 or more, Sodexo’s Dining Services should be
contacted to determine if the food and/or beverages needed could be provided by
Sodexo. If not, or if doing so is impractical for any reason, an exemption would be
granted by Sodexo’s Dining Services.


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Adherence to this policy: a) is critical to ensure that all catering reflects the high
standards and financial goals of the University; and b) helps Sodexo’s Dining Services
retain more qualified catering staff to ensure the success of all events, both large and
small at the University.

Questions concerning this policy should be directed to Sodexo’s Dining Services well in
advance of the function.




Note: The Controller’s Office requires departments using University Funds to
forward a copy of the completed and approved Sodexo Catering Exemption
Request Form to the Purchasing Services Department referencing the requisition
number on the form.
 
http://www.utulsa.edu/~/media/Files/dining/catering-exemption-request-form-
PURCHASES ON RESEARCH GRANTS 
oct2011.ashx agreement sponsors require the University to pursue minority and/or  
Some research



PURCHASES ON RESEARCH GRANTS 
Some research agreement sponsors require the University to pursue minority and/or
women-owned businesses as vendors. Research project personnel should review
sponsor regulations prior to making purchases. Please contact the Office of Research if
there are questions regarding these regulations.



 
 

 

 

 

 

 


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ACCOUNTS PAYABLE 
ACCOUNTS PAYABLE MISSION  
 

The Mission of the Accounts Payable department of the University of Tulsa is to support
faculty, staff and students by providing a timely and efficient manner to process
payments in compliance with policies and procedures.

INVOICING 
 

Upon receipt, invoices are normally processed within five (5) working days. If there are
any questions concerning the payment of an invoice contact: Accounts Payable
Manager at (918) 631-2551, or e-mail Cheryl-Little@utulsa.edu

The vendor shall submit invoices for each order to:

The University of Tulsa

Attention: Accounts Payable

800 South Tucker Drive

Tulsa, OK 74104-9700

Invoices shall reference the following:

        1. Vendors Name and Address

        2. Purchase order number

        3. Name of individual the department requesting the goods or services

        4. Complete description of goods or services provided

        5. Quantity, unit prices and extensions

        6. Discount terms

        7. Invoice number

 
 

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INVOICE PAYMENTS 
 

Invoices must be sent by e-mail, mail or fax directly to Accounts Payable. Invoices are
processed within three to five days upon receipt unless any of the following problems
occur:

1.       Incorrect or Missing Purchase Order Number

Accounts Payable will contact the department/individual or vendor listed on the invoice
and requests a Purchase Order number. If no Purchase Order number is obtained
Accounts Payable will return the invoice without a Purchase Order Number to the
vendor for further handling. If the invoice is under $500, a requisition Number can be
referenced on the invoice.

2.       Invoice Exceeds Purchase Order Amount

    If the invoice exceeds the purchase order by 15% or more, a copy of the invoice will
be sent to the department by fax or scanned with a request to e-mail approval of the
additional charges.

3.       Item(s) on Invoice not Listed on Purchase Order

    If the additional item makes the invoice exceed the purchase order by 15% or more,
then a copy of the invoice will be faxed or scanned to the department with a request to
email approval of the additional items.

4.       Inadequate Funds

If the designated General Ledger account(s) are overdrawn or do not have adequate
funds for payment of an invoice, the department will be notified via E-mail and
requested to process a Budget Transfer. The invoice can’t be processed until adequate
funds are transferred.

5.       Incorrect or New Vendor address

All Vendor (Company) checks will be mailed to the address on the invoice, or picked up
by the Vendor. Corrected or new address should be added to the vendor file prior to
obtaining a Purchase Order. You must contact Purchasing Services to update any
vendor’s information. Checks can be picked up for honorarium/speakers or performers.


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Please accept purchase orders as soon as the items are received. If you
accept a purchase order after it has been vouchered, notify Accounts Payable
by e-mail so the voucher may be released for payment. A check will not
process until the voucher is released for payment.

 
REIMBURSEMENTS  
COUNTRY CLUB DUES 
The Internal Revenue Code does not allow a business deduction under section 162 for
membership dues paid to a club organized for business, pleasure, recreation, or other
social purposes. Despite this disallowance, amounts paid or reimbursed by an
employer for club dues may still qualify as a working condition fringe benefit for the
employee to the extent the employee can substantiate the business purpose of the
dues or expenses.

ENTERTAINMENT  
Entertainment and refreshment expenses are reimbursable if the primary purpose of
the expense is to entertain individuals external to the University.

If entertainment is involved and properly documented, full reimbursement may be
obtained if approved by the appropriate Dean or Vice President. To be eligible for
reimbursement, the entertainment or meal must meet IRS guidelines for
documentation which briefly are:

        1. The cost. A receipt is required if $25 or more.

        2. The date, place and description of the entertainment.

        3. Business purpose and relationship or nature of the benefit to the University
             expected to be realized.

        4. The names of the individual (s) attending.

"Goodwill entertaining" or meals costs can be reimbursed after approval if, according
to the Internal Revenue Service:

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        1. They are incurred under circumstances considered to be conducive to
             business discussions.

        2.     Expenses for providing refreshments primarily to University employees (i.e.
        coffee and water services) are considered personal expenses and are not
        reimbursable. Expenses for departmental parties are considered personal
        expenses and must be approved in advance by the President in order to be
        reimbursable.

Individual departments may wish to honor a retiree with a reception. A reception and
gift can be reimbursed up to $1,000. It should be emphasized that this charge only
applies to reception for retirees, not to reception for individuals leaving The University
of Tulsa for other reasons.



PROCEDURE FOR REIMBURSEMENT 
 

The time allowed for reimbursement of expenses is one month from the date the
expense is incurred. This time may be reduced by necessity at fiscal year end to
insure that all expenses are recorded in the correct fiscal year. The Controller's Office
will publish the deadline to record expenses for the fiscal year.

There are sometimes extenuating circumstances which cause a reimbursement request
to be delayed beyond one month. In that case, please attach a written explanation of
the circumstances to your reimbursement request and submit it to Accounts Payable
within three months of the date the expense was incurred. Accounts Payable will
review the request and determine whether reimbursement is to be made.

No reimbursement requests will be considered after the three month deadline.

Reimbursement will be made in one of two ways:

Purchase Order 

Upon receipt of a requisition initiated by the collegiate Dean or other appropriate
administrator and countersigned by the appropriate Vice President, the Purchasing
Services Office will issue a purchase order to the designated moving company. The

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moving company can then bill and be paid by the University. Payments will be
processed by” Payroll – Human Resources” after invoices are approved by the
employee. The amount of any payment that exceeds the approved moving allowance
will be recorded as a receivable from the employee, and he/she will be responsible for
promptly reimbursing the University for any excess over the approved amount.
Agreement may be made to reimburse the University, trough payroll deduction over
several pay periods within the first academic year.

        Check Request  

Upon receipt of a Check Request or Travel/Entertainment Expense Report form for
paid moving expenses, which are properly receipted and countersigned by the Dean or
other appropriate administrator and the appropriate Vice President, “Payroll –Human
Resources” will process the reimbursements.

        Additional Information 

Each move must meet IRS defined time and distance tests. Reimbursed and employer-
paid qualified moving expenses (those that would otherwise be deductible by the
employee on his/her federal income tax return) are not included in an employee's
income. Payments made directly to moving companies are not taxable. The University
of Tulsa will tax items that are considered non-deductible by IRS Guidelines, i.e.
mileage over IRS allowed, meals, etc. Additional information is available in IRS
publication 521 – Moving Expenses.



    TRAVEL‐ENTERTAINMENT EXPENSE POLICY 

    Travel Agencies

    The University has selected certain travel agencies as its Designated Preferred Travel
    Agencies when employees travel on University business. Other travel agencies are
    permitted only on an exception basis, if required by conditions of research grants or
    sponsors, or for special international travel situations. Complex travel arrangements,
    particularly international travel, may be arranged through a travel agency. A properly

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approved requisition authorizing the issuance of a purchase order to the agent must be
sent to the Controller’s Office in advance of the trip. The individual making the trip
should make his/her own reservation directly with the airline or travel agency. First
class travel is not authorized unless other seats are not available. Reservations should
be made far enough in advance to assure coach rates.



Airline Tickets

Airline tickets may be charged on The University of Tulsa's Corporate Card (JPMorgan
Chase Master Card) or other credit cards you may have and included on the
Travel/Entertainment Expense Report upon return for reimbursement. Airline tickets
may also be purchased online. A printout from online purchases showing amount and
proof of payment should accompany the Travel/Entertainment Expense Report for
reimbursement.

Arrangements for pre-payment for items such as airline, hotel and meeting/conference
registration may be made according to University policy through Purchasing Services,
i.e. purchase orders.

Every effort should be made to limit the volume and dollar amount of travel items that
are paid directly by an individual. Meeting/conference registrations and airline tickets
can also be purchased through the University procurement card (ProCard) if your
department has elected to use it.

The University of Tulsa will not reimburse for travel expenses or conference
registration prior to the trip/conference. If the individual pays for travel expenses prior
to the trip, he/she will only be reimbursed with appropriate documentation after a
Travel/Entertainment Expense Report has been filed following the trip.

As documented in the Cash Advance paragraph 415.2, cash advances will not be
available unless there are extenuating circumstances. The use of the Corporate Card -
JPMorgan Chase Master Card - is recommended in lieu of a cash advance.




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Automobile Travel

Automobile travel is reimbursable on the basis of actual mileage. The current rate is
.50/mile for gasoline and wear and tears on vehicle. The University will not reimburse
the employee for any personal automobile expenses (e.g. damages, repairs, traffic
violation etc.) other than the approved mileage rate. Requests for rental cars leaving
Tulsa should be submitted through the requisition procedure to Purchasing Services.
Rental car expenses such as gasoline will be reimbursed with gasoline receipt, showing
proof of purchase. Airline travel is preferred, unless ground travel can be cost
justified.



Living Expenses

Room accommodations should be appropriate for the occasion and not luxurious.

Personal meals during authorized travel (those not included in the meeting
registration fee or as part of an airline trip) are also considered part of living expenses.
For employee overnight business travel, the University provides a per diem meal
allowance. The allowance is $50 for each whole day of travel. If departure is after
2:00 p.m. or if arrival back in Tulsa is before 2:00 p.m., the allowance is $25 for the
partial day. The per diem allowance covers meal costs and tips. Individual department
heads or divisions of the University may set an allowance lower than these amounts.

For employee single-day business travel, the policy allows for a half-day per diem (i.e.
up to $25). The criteria for single-day business travel are as follows:

    1. The employee must be away from Tulsa for at least eight hours.
    2. The destination must be at least 50 miles from campus.

Please note that, as with all our travel reimbursement guidelines, individual
department heads, may, at their discretion, be more restrictive than the University
guidelines allow. In the case of single-day travel, that means that a department head
may decide that meal reimbursement for single-day travel may not be necessary,
particularly if the employee's out-of-pocket expense is not different than it would have
been during a regular work day.



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Expense Reports

    A Travel/Entertainment Expense Report approved by a Vice President, Academic Dean
or Administrative Department Head must be filed with Accounts Payable. Employees
requesting reimbursement for Study Abroad trips must file an expense report within
one month following the trip.

The requesting employee processing a payment to him/her must have the next higher
approval authority before sending the expense report to Accounts Payable even if the
employee has sole signature authority on the account being charged.

If you have received a cash advance due to extenuating circumstances, and the
advance exceeds the trip expense, reimbursement should accompany the report. All
normal and necessary travel expenses are subject to reimbursement. Expenses not
applicable to University business or those which are extravagant or exorbitant are not
allowed. Original receipts are required for airline tickets, rental car, gasoline charges,
room accommodations, registration fee and any meals over $25.00.

The Travel/Entertainment Expense Report should be completed in full (including all
appropriate approvals) and forwarded to Accounts Payable for processing. The
Travel/Entertainment Expense Report form is available at
www.utulsa.edu/controllers/forms.html 



CASH ADVANCES   
 

If an employee is going on a trip with students, the employee can elect to get an
advance and hand out per-diem money to the students, providing the students sign a
sheet certifying how much money they received. When a student travels alone, each
student will have to submit a reimbursement request at the end of the trip, unless
there are extenuating circumstances that warrant a cash advance. Students can have
up to a $30 per diem a day and must provide a meal receipt if that is all they are
claiming.

Cash advances will not be available unless there are extenuating circumstances. If you
are required to travel or entertain on behalf of The University of Tulsa, the use of the

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JPMorgan Chase Corporate Card is recommended in lieu of a cash advance. If you do
not currently have a Corporate Card, contact Purchasing Services to request your
JPMorgan Chase Corporate Card Application.

Under IRS regulations, advances cannot be made more than 30 days prior to a trip.
The IRS rulings require the employer to add cash advances to any employee's
earnings, and withhold taxes, if the cash advance is not accounted for within 60 days
of the date of the advance. Any unused portion of an advance must be returned within
120 days or be treated as income to the employee. Cash advances will not be
extended to persons who have delinquent advances outstanding. All receipts and
documentation must be forwarded into the Accounts Payable Manager for processing.



PETTY CASH PURCHASES   
 

Cash purchases from an employee's personal funds are permitted following proper
departmental approval. Single cash purchases are limited to a maximum of $100.00.
These purchases may include any expenditure except for honorariums, entertainment
and food, or travel reimbursements.                For cash reimbursement, present the original
receipt(s) at the Teller's window in the Business Office with both the appropriate
General Ledger (GL) number and the signature of the supervisor listed on the
receipt(s). University officers requesting cash reimbursement may provide the
signature of any other officer in lieu of their supervisor's signature.



CHECK REQUESTS   
  
Please be sure all necessary information is entered on the Check Request form. Check
Requests with incomplete information will be returned to the originating department
for handling.

REIMBURSEMENT - Original receipts are required. Check Requests are to be used for
reimbursement to employees for out-of-pocket business expenses in excess of $100.00


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but less than $500.00. Any single purchase over $500.00 must be processed through
the University of Tulsa Purchasing system.

HONORARIUMS - Individual payments to non-employees for honorarium, lecture fee,
consulting fee or other tax reportable payments should be processed on a Check
Request form. A W-9 - IRS Request for Taxpayer Identification Number and
Certification (See Paragraph 1301 for W-9 form) must be submitted with the Check
Request before payment will be processed.

The Check Request form is available at www.utulsa.edu/controllers/forms.html



VENDOR PAYMENT (VENI) 
 

Occasionally you may need to look up a prior payment to a vendor, to do this you will
need to be in the CF apps in Datatel and key in VENI in the box at the top left. This
will take you to a look-up bar where you can key in the vendor ID number or the
name.

It will display several screens or forms with the voucher number, voucher date, check
number and check date. The status column lets you know if a voucher is outstanding,
paid, reconciled or voided. If the voucher/check has been reconciled that means the
internal charge has been posted to the department’s accounts. However, since this
screen doesn’t show the invoice number or the general ledger account number, you’ll
most likely want to detail on the Voucher number to view this information.

Contact the Controller's Office (extension 3247) to inquire whether a check has been
cashed or cleared or to have a “stop payment” issued on a lost or stolen check.

A “Stop Payment Form” must be submitted and signed by the Vendor/Person whom
the check has been issued in order to release another check. You can find this form at
www.utulsa.edu/controllers/forms.html



 
 
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information is confidential and it is intended for use only by TU employees).                                    Page 52 
OTHER ACCOUNTS PAYABLE POLICIES 
 

PAYMENT TO FOREIGN PERSONS – TAXABLE INCOME 1099 
 

Following questions to determine if The University of Tulsa can pay Foreign Persons
and how to accomplish?

1. Is the non-resident alien an employee or independent contractor?

    Employee or Independent Contractor

    Under the common law rules, every individual who performs services subject to the
    will and control of an employee, both as to what shall be done and how it shall be
    done, is an employee. It does not matter that the employer allows the employee
    considerable discretion and freedom of action, as long as the employer has the
    legal right to control both the method and the result of the services.

    If an employer-employee relationship exists, it does not matter what the parties
    call the relationship. It does not matter if the employee is called a partner, co-
    adventurer, agent or independent contractor. It does not matter how the pay is
    measured, how the individual is paid, or what the payments are called. Nor does it
    matter whether the individual works full or part-time.

    The existence of the employer-employee relationship under the usual common law
    rules will be determined, in doubtful cases, by an examination of the facts of each
    case.

    If it is determined that the non-resident alien is an employee, contact Personnel
    Services for further handling. If it is determined that the non-resident alien is an
    independent contractor than continue to question #2.




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2. What type of Visa do they have and how many days will they he/she
     perform services in the United States?

     Visa Types

     Dependent upon the type of visa the non-resident alien has and how many days
     he/she has been in the United States will have an impact on whether or not the
     individual can be paid and whether or not they may take advantage of tax treaty
     benefits. The most common Visas are:

            B – Business visitors (B-1) or tourists (B-2)

            F – Students

            H – Temporary worker

            J – Exchange visitors

3.   Is the income taxable? Where is the work being performed?

     If the income is for personal services performed in the United States, it is from U.S.
     sources and thus, taxable. If the income is for personal services performed outside
     of the United States, it is not from U.S. sources and thus is not taxable by the
     United States.

     Prizes and awards to non-resident aliens are also considered taxable income.

4. Is the income subject to withholding? What is the country of residence?

     Income Subject to Withholding

     Generally, fixed or determinable annual or periodic income from U.S. sources is
     subject to withholding. Income is defined as being from U.S. sources if it is paid by
     domestic corporations or non-corporate residents of the United States, or if the
     property that produces the income is located in the United States.

     Tax Withholding

     Generally, the payer must withhold tax at the 30% rate on compensation paid to a
     non-resident alien individual for labor or personal services performed in the United
     States, unless pay is specifically exempted from withholding or subject to reduced
     withholding. This rule applies regardless of your place of residence, the place
     where the contract for services was made, or the place of payment.


     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 54 
    Tax Treaties

    Residents of certain foreign countries may be entitled to reduced rates of, or
    exemption from, tax under a tax treaty between their country of residence and the
    United States. These foreign residents generally must notify the withholding agent
    that they are residents of a country with which the United States has an income tax
    treaty and qualify for reduced rates of, or exemption from, income tax withholding.

    The exemption from, or reduced rates of, U.S. tax varies under each treaty.
    Therefore, provisions of the tax treaty that apply must be checked.

    To claim exemption from withholding based on a tax treaty, Form 8233 –
    Exemption from Withholding on Compensation for Independent (and Certain
    Dependent) Personal Services of a Non-resident Alien Individual. Form 8233 must
    be filed for each tax year of the alien individual. All information required by the
    form must be provided. The exemption from withholding is effective for payments
    made at least 10 days after a copy of the accepted Form 8233 is forwarded to the
    IRS.



5. Do they have a Taxpayer Identification Number (TIN)?

    W-8BEN – Certificate of Foreign Status of Beneficial Owner for United States Tax
    Withholding

    As a withholding agent, we must request that the payee provide us with his or her
    U.S. taxpayer identification number. The payee’s TIN may be one of the following:

            Social Security Number (SSN) – If the individual does not have, and is
             eligible for, an SSN, he/she must use Form SS-5 to get an SSN. The Social
             Security Administration will tell the individual if he/she is eligible to get an
             SSN. In addition to the Form SS-5, the person must present and verify (a)
             proof of identify (e.g., passport or birth certificate), and (b) work
             authorization or proof of eligibility to be in the U.S.

            Individual Taxpayer Identification Number (ITIN) – If the individual does not
             have, and is not eligible for, an SSN, he/she can apply for an ITIN by using



     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 55 
             form W-7. The Form W-7 must include certain documentation that
             establishes the person’s foreign status and identify.

    Payment will not be made until all the appropriate forms are completed and in most
    cases that includes a Taxpayer Identification Number. It may take up to 6-8
    weeks, or longer, to receive an ITIN once applied for.

    Should you have any questions regarding the payment of a non-resident alien as an
    independent contractor, please contact the Controller's Office.

    Return all completed forms to the Accounts Payable Office, McClure Hall, for
    processing.

            W-8BEN – Certificate of Foreign Status of Beneficial Owner for United States
             Tax Withholding

            W-7 – Application for Individual Taxpayer ID #

            SS-5 – Application for Social Security # (Includes instructions for application
             preparation)

            8233 – Tax Treaty Benefit


WIRE TRANSFER POLICY 
 

Payments to Vendors outside the Continental United States via a Wire
Transfer

Whenever possible, payments should be made with the TU departmental ProCard

( JP Morgan Chase Master Card ).

If payment by ProCard is not an available option, the following information must be
included in both lines ( Printed Comments and Comments) on the REQM screen if the
payment is made via the University Purchasing System or in the "explanation" section
of the check request if payment is made directly from Accounts Payable*:

    1. Denomination – if not in US dollars, the requisition amount must be converted
        to US dollars – the actual conversion to US dollars will occur based on the
        exchange rate offered by the University’s bank on the date of transfer.

    2. Bank Name

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
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    3. Bank swift code, sort code, and any other numerical/alpha bank identifiers

    4. Bank Address – minimum required is city and country

    5. Corresponding bank, if applicable

    6. Corresponding bank number, if applicable

    7. Corresponding bank address – minimum required is city and country

    8. Account holder title

    9. Account number

    10.Reason for payment - include, if provided, vendor purchase order number or
        other identifying number.

    11.Other pertinent information that may assist in identification of the wire transfer
        by the recipient.

Wire transfers will not be processed for amounts less than $100.00 US.



Payments to Vendors inside the Continental United States via Wire Transfer



Whenever possible, payments should be made with the TU ProCard.

If payment by the ProCard is not an available option, the following information must be
included in both lines (Printed Comments and Comments) on the REQM screen if the
payment is made via the University Purchasing System or in the "explanation" section
of the check request if payment is made directly from Accounts Payable*:

        1. Bank Name

        2. Bank ABA or routing number and any other numerical/alpha bank identifier

        3. Bank Address – minimum required is city and state

        4. Corresponding bank, if applicable

        5. Corresponding bank number, if applicable

        6. Corresponding bank address – minimum required is city and state

        7. Account holder title

        8. Account number

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
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        9. Reason for payment, include, if provided, vendor purchase order number or
             other identifying number.

        10.Other pertinent information that may assist in identification of the wire
             transfer by the recipient.

Wire transfers will not be processed for amounts less than $100.00 US.


BANK DRAFT POLICY FOR FOREIGN PAYMENTS 
 

When a payment is to be made to a vendor outside the United States, the University
will usually inquire first about paying by credit card. This method is quickest and
normally offers the best currency exchange rate.
If a foreign vendor does not accept credit cards, wire transfer is the method preferred
next. We will need the vendor's bank information to pay by wire transfer. See
"Payments to Vendors Outside the Continental United States via a Wire Transfer".
In the event that a purchase order cannot be paid by credit card or wire transfer, a
bank draft may be processed, provided that the payment is to be made in Canadian
Dollars, British Pounds, or Euros.             Accounts Payable will voucher the purchase order
with a zero dollar amount. In the comment area of the voucher "Bank Draft" will be
entered to reflect the payment method. Bank drafts may also be requested via a
check request if the payment is to be made to an individual for an honorarium.

 
FIXED ASSETS 
 
Objective: The Objective is to record and maintain information related to a fixed asset.
The information is used to capitalize and depreciate an asset.
If the asset value is $5,000 or more, it will be tagged, capitalized and depreciated
annually.

 
 

     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
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OBJECT CODES FOR FIXED ASSETS 
 
    59001 – (All assets equipments) -$5,000 or more
    59002 – (Computers and printers) -$5,000 or more
    59012 – (Computer software)-$5,000 or more
    99001 – (Research – all assets equipments) -$5,000 or more
    99002 – (Research-computers and printers only) -$5,000 or more
    93150 – (Research computers) -$1,000 to $4,999
    99012 – (Research-computer software) - $5,000 or more
    93104 – (Research-computer software) – less than $5,000

 
OTHER OBJECT CODES 
 
53100           General Supplies and Expenses
                 This is the "catch-all" account - if the expenditure does not fit anywhere
                 else, 53100 is normally used. In addition to office supplies and expenses,
                 this code is also used for telephone service charges (not long distance
                 charges) and data networking costs. 53100 is also used for minor
                 renovation (i.e. non-structural renovation) costs.


53104            Computer Software, less than $5,000


53150            Computer Hardware, less than $5,000


53200             Postage and Shipping
                 All postage charges paid, whether through the TU Mail Room, U.S. Mail,
                 UPS, or any of the overnight carriers.
53300             Printing and Duplicating


     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 59 
                 All printing and duplication is charged to this object code - forms,
                 photocopies, stationery, brochures, publications, etc. Also includes
                 supplies and expenses of departmental duplication equipment - masters,
                 paper, toner, copy charges, etc as well as expenses such as artwork and
                 design necessary to prepare publications for printing. Sub-codes are
                 available for departments with several types of printing costs.


53400            Telecommunications
                 Cell phone usage, pagers and long distance telephone charges. Internal
                 requisitions to Telecommunications should be charged to 53100.


53500             Memberships and Subscriptions
                 Includes all organizational and individual memberships and dues as well
                 as subscriptions to newspapers, magazines, and journals either in print or
                 electronic form.


53600            Travel
                 Travel expenses of TU employees, students and prospective students.
                 Travel expenses include mileage reimbursement, airline charges, hotel
                 charges, and registration fees for seminars and short courses. Any travel
                 and entertainment paid by the University must conform to Internal
                 Revenue Service requirements. This means that it must be directly
                 related to an associated with the active conduct of University business.
                 Entertainment conducted as part of a trip should be charged to 53700.
                 Travel of prospective employees is charged to 58900.
                 Travel of consultants, lecturers, and other "independent contractors" is
                 charged to 54800.


53700            Entertainment
                 Includes departmental parties with Vice President approval and receptions
                 as well as entertainment of guests. Food and beverage expenses for
                 public functions fall into this category.
     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 60 
                 Rental of tables, decorations, etc. for public functions should be charged
                 to 53100.
                  Professional services related to planning or hosting public functions
                 should be charged to 54800.
                 Entertainment of prospective employees is charged to 58900.
53706             Gifts for Donors/Dignitaries


54400             Media (Library use only) - Non-print library materials.


54500             Serials (Library use only).


54600             Books (Library use only).


54700             Periodicals (Library use only).


54800             Service-Outside.
                 Consulting, honorariums, and other fees and expenses paid for services of
                 "independent contractors" and other non-employees. This includes travel
                 expenses for consultants and visiting speakers.


55000            Microfilming (Library use only).


55100            Machine Rental and Computer Allocation.
                 Rental and lease expense of equipment rented from outside parties.
                 Maintenance agreements on computers and office equipment also fall
                 under this category.


55200             Indirect Costs
                 Overhead costs allocations. This code is used on research grants and a
                 limited number of departments who are charged for overhead.


55300            Internal Charges
     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 61 
                 Used by those departments that charge for services to other departments.
                 This code is used for the credit side of an internal charge.
55400            Insurance
                 Includes: liability, workman’s compensation, casualty, etc.
55500            Bookbinding (Library use only).


55900            Space Rental
                  Used only by those departments or activities renting building space on a
                 regular basis.


56000            Repairs to Buildings and Equipment (Auxiliary Activities only)
                 Materials, supplies, and other expenses incurred by auxiliary activities for
                 maintenance of buildings and facilities.
56100            Replacement Equipment (Athletics and Recreational Sports only): Sports,
                 equipment and uniforms.


56200            Utilities-Water
                 Used only by Auxiliary Activities and Physical Plant.


56300            Utilities-Electricity
                 Used only by Auxiliary Activities and Physical Plant.


56400            Utilities-Gas
                 Used only by Auxiliary Activities and Physical Plant.


56500            Cost of Sales
                 Supplies bought for resale. This is used mainly by Auxiliary Activities.


56600            Janitor Supplies (Physical Plant and Auxiliary Activities only)


56700            Laundry and Cleaning (Physical Plant and Auxiliary Activities only)


     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 62 
56800            Socials
                 Used by student activities and groups.


57500            Team Travel (Athletics)
57700            Medical and Hospital Expense (Athletics)


57800            Athletic Recruiting
58000            Automobile
                 Includes lease costs and repairs. Automobile purchases should be
                 charged to 59001.


58100            Gasoline


58400            Awards and Banquets (Athletics)


58500            Photography (Athletics)


58600            Guarantees (Athletics)


58900            Employee Recruiting and Moving
                 Travel, entertainment, and moving expenses of new and prospective
                 employees. Also used for newspaper ads and other expenses associated
                 with the recruiting process.


59001            Equipment
                  Purchase of equipment to be capitalized as a University plant asset. The
                 following is an explanation of capitalized equipment which should be
                 charged to 59001:
                 1.       It has a useful life of five or more years.
                 2.       It costs at least $5,000.
                 3.       It is used without substantial deterioration and is not consumable.
                 Computer Software less than $5,000.00 can be charged to 53104
     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 63 
                 Computer software at least $5,000 should be charged                         to 59012.


59002            Computers
                 Computers and peripheral equipment costing at least $5,000 should be
                 charged here rather than to 59001.
                 Dale Schoenefeld approval is required on all requisitions for computers
                 and software.


59012            Software – greater than $5,000.


59100            Bad Debt Expense


59200            Interest
                 Interest on loans, bonds or other indebtedness.


59300            Bank Service Charges


595xx            Transfers
                 Transfers to other accounts where, XX is the first two digits (Fund) of the
                 other account.


59600            Contingency
                 Contingency accounts are holding places for budgets only. No actual
                 expenses should be charged to a 59600 account.

 
 

 

 
 
     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 64 
MOVING EXPENSE POLICY 
PURPOSE 
To compensate newly-hired faculty and administrative/professional employees for
costs incurred while moving from another community in order to accept an offer of
employment at The University of Tulsa, as provided for under federal law and
regulation. Refer to moving expenses as defined by IRS Publication 521.

WHO IS COVERED 
Full-time and part-time faculty and administrative/professional staff. Individuals
employed on visiting appointments or as temporary employees must have prior written
approval from their respective Dean or Vice President.

POLICY 
The University of Tulsa will pay up to the greater of $4,000 or 4% of the annual salary
for moving expenses of new faculty or administrative/professional staff members,
subject to the discretion of the administrator responsible for the official offer of
employment. The Provost, Vice-President or the President must approve any
reimbursement for more than the above amounts. The authorized maximum amount
will be stated in a “letter of authorization” to the faculty or administrative/professional
staff member from the administrator formulating the official offer of employment. It is
suggested that a copy of this policy be provided with the appointment letter.
Moving expenses are defined as the expenses of moving household goods. Among
typical reimbursable expenses (when documented by invoices or receipts) would be
bills from a moving company, from a trailer or truck rental company, from a gasoline
station for petroleum to power a rental truck or an automobile towing a trailer, and
from such miscellaneous expenses as packing cartons and paid labor. Amounts paid for
labor of those not actively involved in the moving business (i.e. friends and family) will
not be reimbursed. Other items, subject to the maximum reimbursable amount, are
handled as follows:

 
 
     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 65 
MILEAGE 
Reimbursements for actual gasoline receipts or mileage for one trip from previous
residence to Tulsa will be made in accordance with the General Travel Policies and
procedures.
Mileage for one trip from previous residence to Tulsa will be paid at $.50 a mile.

AIR FARE 
Air Fare is reimbursable for employee only, if no mileage is claimed.

MEALS 
Reimbursements for employee meals will be made in connection with moving at the
single daily meal allowance.

LODGING 
Reimbursement for lodging (one trip from previous residence) will be made in
accordance with University Travel Policies and Procedures if more than one day is
required for travel (receipt required). The number of days will normally be determined
by increments of 400 miles per day. The IRS allows for one night’s lodging at the
former location, after the furniture is moved out of the residence, lodging en-route,
and for the day of arrival in Tulsa. Reimbursement for lodging in Tulsa will not be
made.

INCIDENTAL EXPENSES 
Allowable incidental expenses, such as tolls, will be paid (receipt required).
The University regularly maintains a national discount agreement with moving
companies relative to relocation. For information on how to secure the University's
discount, contact the Director of Purchasing Services at (918) 631-2537.

 
 
 
 
     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 66 
FORMS 
 
All the forms from Purchasing Services can be found on the University of Tulsa's web
site at http://www.utulsa.edu/controller/purchasing/forms.shtml


            Attachments for Purchase Orders
            Request for Quotation
            Justification of Sole-Source Purchases
            Oklahoma Sales Tax Exemption Letter
            Cell Phone Authorization
            Pager Authorization
            Business Card Order Form
            Conflict of Interest Form
            Disposal of Surplus Equipment and Other Items
            Staples Print Solutions Order Form


ProCard Forms


            Cardholder/Reviewer Application
            Cardholder/Reviewer Agreement
            Cardholder Conflict of Interest Questionnaire
            Cardholder Transaction Log
            Cardholder Authorization for Return to Vendor
            Object Code Listing
            Approval Form for Purchases over $2,000.00




     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 67 
IRS Forms


W-9              Request for Taxpayer Identification Number and Certification
                 http://www.irs.gov/pub/irs-pdf/fw9.pdf 


W-8BEN           Certificate of Foreign Status of Beneficial Owner for
                 United States Tax Withholding and Instructions
                 http://www.irs.gov/pub/irs-pdf/fw8ben.pdf 


W-7              Application for Individual Taxpayer ID #
                 http://www.irs.gov/pub/irs-pdf/fw7.pdf


1SS-5            Application for Social Security # and Instructions
                 http://www.ssa.gov/online/ss-5.pdf
8233             Tax Treaty Benefit - Exemption from Withholding on
                 Compensation for Independent (And Certain Dependent)
                 Personal Services of a Nonresident Alien Individual
                 http://www.irs.gov/pub/irs-pdf/f8233.pdf


Vendors Forms
                         Vendor Cover Letter
                          TU Vendor Registration
                         IRS W9
                 http://www.utulsa.edu/controller/purchasing/forms/vendors.pdf.shtml
 
 Travel/Entertainment Expense Report and Check Request forms.


Go to the Purchasing Forms link on our website for the Travel/Entertainment Expense
Report and Check Request forms.
These forms are in Excel format, may be saved to your computer and will calculate for
you automatically. Print forms below from our website. Contact the Accounts Payable
Manager for additional Information.
     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 68 
Check Request
        http://www.utulsa.edu/controller/lib/CkReqForm.xls
Travel/Entertainment Expense Report
        http://www.utulsa.edu/controller/purchasing/forms.shtml
Stop Payment Form
        http://www.utulsa.edu/controller/purchasing/forms.shtml




     Purchasing Services and Accounts Payable Vendor’s Manual at The University of Tulsa. Revised March, 2012 (This
information is confidential and it is intended for use only by TU employees).                                    Page 69 

				
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