Accounts Payable Office -- Authorized Payments

Revised 07/25/06

Authorized Payment Form--new--

A. PURPOSE

The purpose of an Authorized Payment is to process payment for services or merchandise that CANNOT be processed through a purchase order or procurement card -- orders that do not require competitive bidding. Payments are for financial transactions not subject to purchasing policy.

The Office of the Controller honors check requests for:

1. Payments to non-Duquesne individuals who perform a service to the University, such as caterers, accountants, attorneys, etc. A full name and a complete mailing address must be included for federal reporting purposes. For services, allow additional time for Accounts Payable to acquire a W-9 from the payee.

2. Membership dues to professional organizations and associations. Up to $200 requires Dean, Director, or Department Head approval. Over $200 requires Vice Presidential approval.

3. Social memberships require Vice-Presidential approval (ex. Duquesne Club).

4. Subscriptions and professional trade journals that cannot be paid via a procurement card.

5. Postage

6. Utilities and contracted services

7. Insurance payments

8. Refunds of fees

9. Licenses (if a condition of employment.) Up to $300 requires Dean, Director, or Department Head approval. Over $300 requires Vice Presidential approval. If paid by the individual or employee, a report of business expense is required for reimbursement.

10. Debt service

B. PROCEDURES

The transactions listed above are processed with an Authorized Payment form, sent to Accounts Payable. ORIGINAL DOCUMENTATION IS REQUIRED FOR PAYMENT – invoices, renewal notices, receipts, or letter of explanation (awards . . .)

Authorized Payments are to be sent to the Accounts Payable Office, 210 Administration Building. All authorized payments received in Accounts Payable before Monday at 4:30 will be included in the week’s check run.

All checks will be mailed from the Controller’s Office directly to the payee. Exceptions will be considered, provided department submits an explanation of the circumstances and justifying the exception. If the check is to be sent to the department, indicate with an "x" in the "return to department" box. Indicate in the description area on the form the person and telephone number to be called for pickup of the check. This information is to be highlighted.

C. APPROVAL

Authorized Payments must have proper approval. Refer to the “Purchasing Authorizations” matrix for departmental approval and administrative review. The “Requested By” and “Responsible Budget Officer” must be signed by two different individuals. The individual approving the Authorized Payment must be an authorized signer.

D. ROUTING AND VERIFICATION OF FORMS

1. After the authorized payment is typed:

a. The responsible budget officer signs it

b. It is then sent to the Accounts Payable Department

2. Within the Accounts Payable Department, the budgets are checked for:

a. Valid FOAPAL(S)

b. Available Funds

c. Correct Signatures

d. Proper Documentation

e. Then Processed through the System for Payment

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