METHOD DOLLAR LIMITATIONS BASIC GUIDELINES Petty Cash Voucher Up to $ 35.00 Miscellaneous items purchased and picked up directly by a college employee. Imprest Checking Account (At the Up to $ 50.00 Up to $ 500.00 Miscellaneous purchases Travel or Material Fee Advances. option of the Business Managers. Purchase Requisition $ 25.00 (Minimum) Requests for materials and services such as: Computer Supplies, equipment and software Office supplies (pens, pencils, tablets, etc.) Building maintenance and repairs Office equipment repairs and service agreements Catering (both student and College functions) Printing (brochures, student newspapers, letterhead, business cards, etc). Athletic supplies (bats, balls, uniforms, etc.) Copier rental Cleaning supplies (items used by Maintenance Department Scientific supplies Classroom equipment repairs and service agreements (microscopes, sterilizer, etc.) Copier paper Furniture and equipment purchases Vehicle maintenance and repairs Physical plant tools and equipment Advertising for job opportunities and legal notices. Payment Voucher No dollar limit for items listed as Purchase of items when a check must accompany the order. This type of “Typical”. A $ 500.00 limit is placed purchase typically requires the completion of an order form that is sent on all other items ordinarily placed along with the check. Typical items are: magazine and newspaper on a purchase order. (See basic subscriptions, memberships fees, registration fees, Payroll and Benefits guidelines under Purchase related items, travel and material fee advances, airfare fees, hotel fees, Requisition for examples). If you postage, freight charges (ex: Federal Express). have an emergency and the item is If backup is to be sent with a check – a printed copy of the Datatel voucher over $ 500.00 limit, there are steps in and any related backup should be sent to A/P. place within the Purchasing Department to handle this. Contact the Purchasing Department before using a payment voucher. Blanket Orders Up to $ 2999.99 per blanket order. As To purchase and pick up material when a blanket order has previously been little as is expected to cover put in place by the Purchasing Department. On the requisition, indicate departments’ annual needs (based on beginning and end dates, authorized signatures, and “not to exceed $200.00 historical data) should be requested per item”. on the blanket order requisition to minimize encumbrances. Honoraria None Payments to individuals (not college employees) for services (ex: lecture, modeling, theater work, musical work) rendered to the College. Submit to A/P with contract copy and completed W-9 form attached. Payments to College employees must be processed through Payroll. Emergency Purchase Orders None In the event that an unforeseen emergency creates an immediate threat to public safety or threatens further substantial damage to the College, departments shall request that the Purchasing Dept. issue a PO # for verbal order placement. A confirming requisition is to be placed by the user dept.
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