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POLICY LIBRARY
APPENDIX
University of Minnesota
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APPENDIX
Home : Finance : Procurement and Payment

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, Websites)
  • Employment Ads
  • Event Ads
  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
  • Itemized Receipt
  • Ad Copy
Affiliation Agreements
  • Vendor Invoice
  • Vendor Invoice
Payment of Fees such as:
  • Bank Fees (Not allowed on Purchasing Card)
  • Accreditation Fees
  • Copyright Clearance Fees
  • License Fees
  • Paypal Fees

EXCLUDES SOFTWARE LICENSE FEES

  • Vendor Invoice
  • Purchasing Card
  • (excludes Bank Fees)
  • Vendor Invoice
  • Statements
  • Itemized Receipt
Books

(Excluding rare or valuable book collections - use PO)

  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
  • Itemized Receipt
  • Order Form
Business Lunches
  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
  • Itemized Receipt
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.

  • Vendor Invoice
  • Purchasing Card – for departmental Phones Only
  • Vendor Invoice

Copy Services

Printing needs PO

  • Vendor Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
Emergency Equipment Repairs
  • Vendor Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
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.

  • Vendor Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
  • Vendor Contract
  • For Entertainment Expenses Include:
    • Business Purpose
    • Date
    • Dollar Amount
    • Names and business relationships of those entertained
    • Nature of business discussion
    • Place

**If leasing space, contracts need Real Estate approval.

Film Rental
  • Vendor Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
  • Order Form
Flowers (if allowable)

See Allowable Expenses

  • Vendor Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
Household Moving Expenses for Staff Relocation
  • Vendor Invoice
  • Invoice
  • Moving Expense Form BA 1357
Livestock from Auction
  • Vendor Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
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.

  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
  • Itemized Receipt
Membership Fees/Dues
  • Conference Registration
  • Invoice
  • Purchasing Card
  • Invoice
  • Itemized Receipt
  • Membership Form
Newspaper and Magazine Subscriptions and On-line Subscriptions
  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
Passes and Tickets

(Excludes Parking Tickets/Violations)

  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
  • Itemized Receipt
Postage and Postage Meter Replenishment
  • Purchasing Card
  • Check Request Form
  • Itemized Receipt
  • Check Request Form
Professional Services – See Expense Payment Grid - Only for non-recurring payments under $600.00, including honorarium
  • Vendor Invoice
  • Vendor Invoice
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)

  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
  • Itemized Receipt
Refunds – tuition, parking, etc.
  • Check Request Form
  • Check Request Form
  • Other detailed documentation
Shipping/Courier Service
  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
  • Itemized Receipt
Special Payments
  • Royalty payments
  • Stipends
  • Fellowships
  • Scholarships
  • Vendor Invoice
  • Purchasing Card
  • Vendor Invoice
Travel Expenses for Non-staff (students, volunteers, Professional Services providers etc)
  • Paid to 3rd party vendors
  • Reimbursed to the individual

See Paying Individual Grid

Professional Services - See Expense Payment Grid

  • Check Request Form
  • Vendor Invoice
  • Receipts
  • Check Request Form
  • Vendor Invoice
Travel Expenses for Staff

See Administrative Policy: Traveling on University Business

   
Utilities: Natural Gas, Electric

 

  • Vendor Invoice or Statement
  • Purchasing Card if accepted by Utility Company
  • Vendor Invoice
  • Itemized Billing Statement (only when the vendor does not produce individual invoices)

OTHER ITEMS NOT LISTED MAY BE COVERED UNDER OTHER POLICIES.

Last Updated: 1/29/2014

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Last modified on November 19, 2014