Controller’s Division
February 2015
Purchase
Order
• Purchase Orders are
processed by Supply
Chain (Purchasing).
Check
Request
P-card
• P-card purchases are processed
by Supply Chain (P-card
Office).
• Check Requests are processed by Controller’s
Division (Accounts Payable).
?
Purchase
Order
P-Card
Check
Request
• Which Payment Method to Choose?
“HOW TO PURCHASE” Matrix:
http://www.gru.edu/supply/purchasing/documents/HowToPurchase.pdf
• Main Points:
Purchase Orders often REQUIRED
P-cards ENCOURAGED (Efficient and easy way to pay!)
Check Requests only when P.O. or P-card can’t be used
•
•
PURCHASE ORDERS:
 Purchases over $5,000 / Services over
$2,499
 Commitments with multiple payments
 Equipment (Capital Assets) > $999
 All Computers
 Trade Vendors (Supplies, Small Value
Equipment, Chemicals, etc.)
P-CARDS:
 EVERYTHING POSSIBLE !!!
 No Services (e.g. Consultants,
Accountants, Caterers, etc.)
 No Food
 No Travel (Conference Registration and
Training Fees O.K.)
 No Computers (Peripherals O.K.)
 No Assets > 999
 No Hazardous Materials
 No Gift Cards
•
CHECK REQUESTS:
 General: Reimbursements and
Single Payments for Services.
NOT for purchasing goods or
equipment !!!
 Expense Reimbursements - Travel,,
Food (if allowed!!)
 Consultants, Honoraria
• Check Request Template:
http://www.gru.edu/finance/controller/ap/documents/check_request_new_03
222013.pdf
Provide documentation (“justification” section and/or
attachments)
• Sign it !!!
• Approval by Supervisor or Department Head. Not self approved.
• Checks must be coded with complete account (CFC):
http://www.gru.edu/finance/controller/finacctg/documents/acct_code_list_fo
r_the_web.pdf
Prepare
Check
Request
Attachments
Required?
Get
Approval
Mail to
A/P
Budget
Checking
A/P Approves,
Pays & Mails
• Attachments Sometimes Required:
For payment to ANY new payee if for services:
Form
W-9
For payment to an individual for Services:
Service Agreement Request (SAR)
Employee/Independent Contractor Determination Checklist
University System Employees Consultant Agreement Between
Institutions (if individual is an employee of another institution in the
University System)
Moving Expenses
•
Responsible Office: Human
Resources
•
•
Paid through Payroll
•
H/R Forms Repository:
 Relocation Expense
Authorization Form
 Requests for
Reimbursement of
Relocation Moving Expenses
•
Study Subject Compensation
Payment Method - Checks:
– Responsible Office: Division of Sponsored
Program Administration
– Research/DSPA Forms Repository:
• Research Subject Check Reimbursement
Form (preprinted; available in DSPA)
• Research Subject Payment Transfer Form
Gift Cards (Project Cash Funds):
– Responsible Office: Controller’s Division
(approved by DSPA)
Georgia Regents Medical Center or GRU Foundations
• Disbursements normally made using standard GRU payment methods (P.O. / Check Request
/ P-card) using an GRU established non-sponsored project id.
• If GRU can’t process payment (due to State purchasing or budgetary restrictions), submit
check requests directly to foundations using their unique forms. (Foundations are separate
legal entities with their own business processes.
Controller Division / Accounts Payable Web Site
http://www.gru.edu/finance/controller/ap/index.php
Donna Rayner
Director of AP/Travel
drayner@gru.edu
Corrina Warner
Assistant Controller
cwarner1@gru.edu
Controller’s Division Forms:
http://www.gru.edu/finance/controller/atoz_controllers_forms.php
GRU Administrative Policy Library::
http://www.gru.edu/compliance/policyinfo/policies.php