UCR

UCR Policies and Procedures

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Campus Policy Number: 200-14

Charges without Benefit of and with Purchase Orders

Policy Owner: Accounting Office
Effective Date: 1/15/94

The following cites uniform procedures for recording direct charges without benefit of purchase orders (in Section A below), as well as charges which come from purchase orders and/or blanket orders (in Section B below):

* FOR MORE INFORMATION AND INSTRUCTION PLEASE ATTEND DISBURSEMENTS VIA BLANKETS & SUBPO'S AND DISBURSEMENT VIA PURCHASE ORDERS*

(Workshops offered through the campus employee development program).

  1. DIRECT CHARGES - PURCHASE ORDER NOT REQUIRED
  2. Type of Expense Type of Document Required to Make Payment Related Policy No.
    Awards - Fellowships Form 5 D371-12.1 Acctng. Manual

    Casual Farm Labor

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    --Advance Form 6 900-40, UCR P/P
    --To clear advance Form 5, receipt form indicating recipient's signature 900-40, UCR P/P

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    Consultant - by agreement, other than employee Invoice or Form 5 with executed independent consultant agreement 750-27, UCR P/P

    Entertainment

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    --Off Campus (Reimb) Form 5 200-44, UCR P/P
    --On Campus (Univ Club) Recharge
    --Catering Off Campus with outside vendor Invoice or Form 5 600-30, UCR P/P
    --Catering On Campus with outside vendor (<$250) Invoice or Form 5 600-30, UCR P/P
    --Catering On Campus with Marriott Invoice 200-44, UCR P/P

    600-30, UCR P/P

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    Freight Invoice D371-28, Accounting Manual

    Honorariums

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    --Other than Employees Form 5 200-58, UCR P/P
    --Employees Personnel Action Form (PAF) 200-58, UCR P/P

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    Insurance Invoice, Form 5, or Intercampus Recharge 600-30, UCR P/P
    Leases of Real Property-In accordance with Systemwide & Campus Real Estate Policies Invoice or Form 5 750-33, UCR P/P
    Memberships (requires Director/Manager approval) and dues Invoice or Form 5 650-50, UCR P/P
    Miscellaneous Fees Invoice or Form 5
    Performance Agreements

    --Dance Bands/Orch., Group or individual performers

    Form 5 with completed Performance Agreement, plus necessary tax forms for payments over $1,500
    Dept. Petty Cash Fund replenishment - with Dept. & Acctng. Office review prior to reimbursement Form 5 with petty cash voucher(s) plus original receipt(s) 200-70, UCR P/P

    Postage Purchase

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    --Through Mail Services Recharge 350-20, UCR P/P
    --With special approval from Mail Services Form 5 350-20, UCR P/P

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    Reimbursements of employees for supplies purchased with personal funds, other than petty cash. (Subject to Purchasing review prior to reimbursement.) Form 5 with original receipt 750-39, UCR P/P
    Student Stipends, other than Financial Aids-Stipend listing Form 5
    Telegraph & Teletype Invoice 350-84, UCR P/P
    Telephone Invoice 350-80, UCR P/P
    Travel Advances (Other Cash Advances, Casual Labor, Conference Fees, Registration Fees, Pay Subject Fees) Form 6 900-40, UCR P/P


    Travel Expenses

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    --General Travel Expenses Form U85 - Travel Expense Voucher 900-20, UCR P/P
    --Removal Expenses Form U85 - Travel Expense Voucher 650-31, UCR P/P
    --Moving Expenses Form U85 - Travel Expense Voucher 650-32, UCR P/P

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    Tuition for courses taken by personnel, approval as required by campus policy, in accordance with Staff Personnel rules Form 5 with original receipt(s) 260.1 Staff Pers. Manual
    Utilities (Requires Physical Plant approval in most cases) Invoice

  3. NOT DIRECT CHARGES - PURCHASE ORDER OR BLANKET ORDER REQUIRED

  4. Purchase Order or Blanket Order must be written before payments are made.

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    Advertising Invoice
    Entertainment - Catering on Campus with outside vendor (>$250) Invoice or Form 5 600-30, UCR P/P

    200-44, UCR P/P

    Equipment Purch. - Outside Vendors Invoice 750-60, UCP P/P

    Special Services

    Type of Expense Type of Document Required to Make Payment Related Policy No.
    --Building Mat. Tests Invoice or Form 5 750-60, UCR P/P
    --Illustrations by artists Invoice or Form 5
    --Machine shop charges for use of special equipment Invoice or Form 5
    --Manuscript work Invoice or Form 5
    --Poster Makers Invoice or Form 5
    --Sign Painters Invoice or Form 5
    --Soil Tests Invoice or Form 5
    --Testing Lab. Fees Invoice or Form 5
    --Window Decorators Invoice or Form 5


    Type of Expense Type of Document Required to Make Payment Related Policy No.
    Library Materials - Books, films, film rentals, maps, microfilm, microforms, publication expense, reprints, serials, slides, sound recordings, submissions journals subscriptions, video recordings Invoice or Form 5 750-03, UCR P/P
    Maintenance of Equipment Invoice 750-03, UCR P/P
    Moving of household goods for eligible employees Invoice 650-32, UCR P/P
    Removal Expense (Payment to moving vendor) Invoice 650-31, UCR P/P
    Rentals or lease of personal property Invoice or Form 5
    Repairs to University equip. by outside vendors Invoice 750-03, 750-45, UCR P/P
    Services not otherwise specified Invoice or Form 5 750-63, UCR P/P
    Supplies & Materials - outside vendor Invoice 750-03, 750-39, 750-63, UCR P/P