Non Purchase Order Related Payments
Printed on: . Please go to http://policy.umn.edu for the most current version of the Policy or related document.
Some goods and services may be purchased without a purchase order. Payments are made by using the University Purchasing Card, itemized Vendor Invoice or Check Request Form. When there is no itemized vendor invoice and a Check Request Form is used, support documentation must be attached and imaged. A Vendor’s Statement should only be used when the vendor does not produce individual invoices.
Justification for Purchase
Every payment transaction, including PCard purchases must include a justification. See Job Aid: Transaction Justification for all Non-Sponsored and Sponsored Transactions.
|Non Purchase Order Related Payments||Payment Methods||Required Supporting Documentation|
|Advertising:(Newspapers, Journals) |
|Payment of Fees such as: |
EXCLUDES SOFTWARE LICENSE FEES
(Excluding rare or valuable book collections - use PO)
|Cellular Phone Service for Departments – See Cell Phone Policy for both Individual and department cellular phones. |
NOTE: Cellular Phone Services for Individuals are a Personal Liability, University does not pay these. Not allowed as employee reimbursement.
Printing needs PO
|Emergency Equipment Repairs|
|Facility Rental and Events |
Payments to hotels and other facilities for Conferences, Banquets, or Facility Rental. (Facility contracts must be reviewed by Real Estate and the Office of the General Counsel (OGC))
No Lodging allowed on Purchasing Card
Catering – Food Service for University Events and Activities (Catering Contracts need OGC Review)
Refreshments – No alcohol unless expressly approved.
**If leasing space, contracts need Real Estate approval.
|Flowers (if allowable)|
|Household Moving Expenses for Staff Relocation|
|Livestock from Auction|
|Medical Expenses – Fees for lab or medical services provided by health care professionals |
(Equipment/Supplies not included)
Excludes services provided by medical and health care professionals.
|Membership Fees/Dues |
|Newspaper and Magazine Subscriptions and On-line Subscriptions|
|Passes and Tickets |
(Excludes Parking Tickets/Violations)
|Postage and Postage Meter Replenishment|
|Professional Services – See Expense Payment Grid - Only for non-recurring payments under $600.00, including honorarium|
|Purchases Made for Resale to the public through internal retail outlets |
(Excludes food service, C Store and candy counter purchases over $50,000 and over)
|Refunds – tuition, parking, etc.|
|Special Payments |
|Travel Expenses for Non-staff (students, volunteers, Professional Services providers etc) |
Professional Services - See Expense Payment Grid
|Travel Expenses for Staff |
See Administrative Policy: Traveling on University Business
|Utilities: Natural Gas, Electric |
OTHER ITEMS NOT LISTED MAY BE COVERED UNDER OTHER POLICIES.
Last Updated: 1/29/2014