The items you may fill in are shaded. The information required is basically the same as on the previous forms with the exception of the signature. The "Local Check Request" requires two signatures and the "Pay Request Form" only requires one signature of a person authorized to sign off on the budget.
In the description field enter or tab to go to the next line when you think the space is filled. There are account fields for up to 2 lines of coding. If you require more space please use the description field. Do not try to enter in the "Grand Total" column since it is a protected field linked to the subtotal.
You will notice that there is a second page for multiple items or explanations. Always print using the "Print Form" button.
This form is to be used in the following situations.
Reimbursements - to reimburse individuals who have purchased goods and paid for them with personal funds. This is only available when local funds are used or the Vendor does not accept GE MasterCard. An individual may not approve his own reimbursement.
Goods/Services Received - to note receipt of goods or services where a Purchase Order was not required. It is very important that this is prepared on a timely basis and that the "date goods received" block is filled in. The Prompt Payment Act requires State agencies who acquire goods and services, or conduct business, to pay by the "required" payment due date for delivered goods and services. To avoid delays in vendor payment processing, receiving documents must be completed as soon as possible, but in no case more than 3 working days following delivery. When placing orders, the requesting department should obtain the vendor’s federal identification number (FIN).
Student Activity - purchases for Student Organizations or Clubs. .
Memberships/Subscriptions - expenses for memberships or subscriptions that require advance payment.
Registrations - expenses for registrations for workshops where the vendor does not accept GE MasterCard. These may not be paid more that 90 days in advance.
Emergencies - situations that require immediate payment due to unusual circumstance.
Processing time is a maximum of 3 working days after receipt of all appropriate documentation. Remember that Original receipts are required in most cases. Please keep a copy for your files before forwarding to our office.
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Accounting and Financial Reporting
Phone: (434) 395-2634 FAX: (434) 395-2152
10/17/2007
