1. PAYING VENDORS BANNER PAYMENT AUTHORIZATION AKA THE “BPA”

2. WHAT NEEDS TO BE INCLUDED WITH THE BPA?? INVOICES THESE THINGS ARE NOT INVOICES: WORK ORDERS STATEMENTS PRO-FORMA INVOICES QUOTES MISSING RECEIPT FORMS (MISSING RECEIPT FORMS ARE ONLY ALLOWED WITH PCARD REPORTS AND EVEN THEN WE CANNOT OVER USE THEM) OTHER RELEVANT FORMS TRAVEL FORMS PURCHASING FORMS HOSPITALITY APPROVAL FORMS REQUIRED FOR ANY FOOD PURCHASE

3. HOSPITALITY FORM

4. OTHER IMPORTANT A/P INFORMATION W-9 FORMS MOST RECENT VERSION FROM THE IRS IS DATED AUGUST 2013. THE FORM IS AVAILABLE ON OUR WEBSITE AT HTTP://WWW.MSUBILLINGS.EDU/BOFFICE/FORMS.HTML IF YOU HAVE A W-9 SAVED OUT TO YOUR DESKTOP, PLEASE MAKE SURE IT IS THE MOST RECENT VERSION.

5. Departmental Purchase Order. Approval from Department Head or Fund Controller for the order Order Approval Hospitality Form? Travel Authorization? Submit Paperwork Prior to Ordering Submit the DPO to the Vendor or Purchasing as required Issue the DPO/PO Check your order for accuracy Receive the Product/Service Invoices should be issued through the Business Office and copied to your department. Review Invoices Check the Remit to Address Fund Controller signatures Create a BPA for Payment Copies of DPO/PO Hospitality Forms TA Receipts W9 if required Include copies of important paperwork.

6. *** NON-ALLOWABLE REIMBURSEMENTS ARE NOT LIMITED TO THIS LIST *** PERSONAL EXPENSES CASH GIFTS OR AWARDS GIFT CARDS FLOWERS CARDS PARKING DECALS OR FINES GRADUATION REGALIA OR OTHER CLOTHING OFFICE TREATS LUNCHES OR SNACKS FOR DEPT. MEETINGS OFFICE SUPPLIES COFFEE, PLATES, NAPKINS, TISSUE, ETC. DONATIONS DRUGS OR ALCOHOL DON’T FORGET WHAT IS NOT ALLOWED!

7. QUESTIONS SUGGESTED FUTURE TRAINING ITEMS PLEASE EMAILBSHAFER@MSUBILLINGS.EDUBSHAFER@MSUBILLINGS.EDU THANK YOU BARB SHAFER 657-1710