Texas Woman’s University Guest Lecturer, check requests & confirming purchase orders

Guest Lecturer/Performer Who is it? An Individual presenting lectures, speeches, seminars, workshops, and/or performances What is included? The entire payment for the service including any expenses When is the form not acceptable? Businesses, faculty or staff members, students Payment is greater than $5,000.00 It is not for someone to perform the work of a temporary employee It is not for a specialized individual – i.e. phlebotomist It’s all coded the same – meaning the individual will need to retain any receipts associated with travel to offset them on their tax forms If it is greater than $5000 – requisition is required

Guest Lecturer/Performer In order for payment to process: Form must be submitted within five (5) days after service is rendered All appropriate signatures must be obtained Have form completed and ready to be signed on day of service. There must be money in the account Individual must be in the vendor system or a W9 must be completed Don’t forget that ORSP must sign off on any grant accounts

Guest Lecturer/Performer Pain Points Handwritten forms Incomplete or unclear forms Any questions concerns? Your writing is hard to read – couple that with sending it via fax – really hard to read Telling us the person is well known in their field does not tell us how the University will benefit from the service

Check Requests What are they used for What are they not used for Postal Services/postage Registrations (when Pcard is not accepted) Employee incurred expenses other than travel Student travel What are they not used for Memberships Employee travel Purchases over $5,000 A means of circumventing purchasing requirements Be safe – do a requisition

Check Requests con’t What must occur to process payment All appropriate signatures must be obtained VP/Provost if purchasing rules were broken ORSP if using a grant account Financial Aid approval if payee is a student Preparer printed name and signature Account manager printed name and signature A supervisor signature is required if the payee is also the account manager There must be money in the account Vendor must be setup in the vendor file If not, a W9 must accompany the request.

Check Request Pain Points Old forms Handwritten forms Requests for check to be sent to the bursar Insufficient funds available No food justification form No supporting documentation for the reimbursement

Confirming Purchase Orders Definition: A purchase, letter of intent to purchase, or request for scheduling in advance of an order that is made by an individual, without having a valid purchase order. Purchasing Policies Use of confirming requisitions and purchase orders without an approved TWU payment method is a violation. Even if you have a signed contract – TWU is not obligated to pay without a valid purchase order

Questions?