Procurement Training
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Limited Purchase Checks (LPCs) may be used
by departments for small dollar purchases up
to the limit printed on the face of the check.
These checks are prepared by the ordering
department and are delivered to the vendor
without preparing a requisition on Banner.
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Request up to 5 checks per Index.
◦ Request forms are ordered with Stores Requisition.
◦ Other limits may be imposed by the Purchasing
Office.
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Two types of checks: $150 & $500.
Requestors and Pickers-up may only be
authorized by Responsible Party.
Notification will be sent to the department via
e-mail when the checks are available for
pickup.
Checks should not be requested for “Just In
Case” situations.
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Individuals can be authorized to request
and/or pickup LPCs by submitting a memo
signed by the responsible party.
◦ LPC Authorization Form
◦ E-mail
◦ Memo
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One-time or for one fiscal year.
Note: individuals authorized to request LPCs
cannot authorize individuals to pickup LPCs.
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January 13, 2011
50.26
Walmart
Fifty and 26/100
123456789
Brandon Thomas
Nate James
L00123456 665001
Chips, Drinks, Paper Cups, Napkins, Lip Gloss
Light Refreshments for Staff Meeting
Supplies for Theatre Production
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The check copy must include a description of
the purpose of the expenditure.
Checks used for food must include the
following information.
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Attendees
Description of business purpose
Date of the function
Appropriate approval for the purchase
LPC Function Approval Form.
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If you want a different Index charged, change
the Index listed on the Requisition Line of the
check copy.
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Advertisements for personnel recruiting
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Alcoholic beverages
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Capital equipment
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Cash Awards or Prizes
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Cash
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Clothing
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Computers, including desktops, laptops, and Macs (computer accessories are acceptable)
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Donations
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Fines, late fees, or penalties, including parking tickets
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Furniture of any kind
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Gifts (Gifts for employees in accordance with the Employee Appreciation and Recognition policy (Policy 211) are acceptable)
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Hotels, Motels, Housing, or other Lodging (including deposits and holds)
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Independent contractors
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Loans
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Memberships
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Monogrammed items
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Personal purchases
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Printers
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Telephones or other telecommunications devices or service (including cell phones)
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Travel, including reimbursements, for University employees or guests
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Cannot write the check for more than the
amount printed on the face of the check.
Cannot split the purchase into smaller
amounts using multiple checks.
Cannot be used for electronic check
payments.
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The purchasing copy should be returned
within five (5) business days of use.
◦ Purchasing copy should have a brief explanation of
the purchase
◦ Original receipt
◦ Written Pre-approval (if applicable)
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The department copy should be retained by
the department.
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Checks are written for an amount greater than the limit printed on the face of
the check.
A Limited Purchase Check is used for a prohibited purpose. (See Prohibited
Uses of LPCs)
Checks clear the bank, but Purchasing does not have the check copy and
documentation, or checks clear the bank for an amount that is different than
the Purchasing copy.
Failure to submit original receipts or other appropriate supporting
documents.
Any misuse of a Limited Purchase Check violating the University’s policies
and procedures.
The department does not reveal business purpose for meals, refreshments,
recruiting, or entertainment expenses as described in the User’s Guide.
The department pays for travel-related expenses.
The check is used to reimburse an employee for expenses.
Failure to ensure the transaction is tax exempt.
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1st Violation
◦ Notification sent by Purchasing
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2nd Violation
◦ 3 month probation
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3rd Violation
◦ 12 month probation
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4th Violation
◦ Withdrawal of privileges
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Violations removed after twelve months, if no
other violations occur.
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A check can be “spoiled” when it is mutilated
or typographically incorrect. If a check is
spoiled, all check parts (original, Purchasing,
and department copies) must be marked as
“SPOILED” across the signature block. The
original and Purchasing copies of the spoiled
check should immediately be delivered to the
Purchasing Office. The custodian should keep
the department copy of the check for their
records.
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From time to time, you will have the occasion
to request a Stop Payment. This happens if a
blank check has been reported lost or stolen.
A stop payment is not required if the check or
its remains are in the custodian’s possession
(see Spoiling a Check). Notify Purchasing
immediately if a stop payment needs to be
issued.
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All LPCs, used and unused, must be returned
at the end of each fiscal year. A memo will be
issued by the Purchasing Office indicating the
date by which all checks must be
returned. Failure to return outstanding
checks by the deadline listed in the memo,
will result in a $15 stop payment fee per
check being charged to the Index listed on
the request.
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The check number should appear on all receipts and other documentation related to the
purchase.
The University, as a state agency, is exempt from Utah sales and use taxes. Do not pay
these taxes.
Departments and other operating units are accountable for promptly depositing cash
refunds into university accounts. This money may not be used to supplement petty cash
funds. All reimbursements for expenses made with LPCs should be deposited at the
Cashiers Office using the Index tied to the check and the Account code 720535. A copy
of the deposit form should be turned into Purchasing along with the check copy.
When returning unused check stock, do not write “void” or in any other way damage the
use of the check.
Exceptions to any of the procedures found herein may be granted by Purchasing.
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
www.uvu.edu/procurement
◦ Tips and FAQs
◦ Step-by-step instructions
 Written instructions
 Online interactive simulations
◦ Policies and Procedures
◦ Procurement Training

http://uvu.edu/procurement/policies/lpc/index.html
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