Purchases and Payments
Handbook

Revised 03/02/2004

Table of Contents

Purchasing Policies and Procedures

1.00 Procurement Authority and Regulations

1.01 Procurement Authority

1.02 General Purchasing Policy

1.03 Approval Signatures

1.04 Grants, Contracts, Excellence Awards

1.05 Regional Campus Purchasing

1.06 Student Organization Purchasing

1.07 Agency Account Purchasing

1.08 University Stores

1.09 Conflict of Interest

1.10 Personal Purchases

1.11 Vendor Presentations

1.12 Surplus Property

2.00 Bids and Quotations

2.01 Bid Requirements

2.02 Bid/Quotation Process

2.03 Waiver of Competitive Selection/Single Source Procurement

2.04 Negotiation

2.05 Buy Ohio Preference

3.00 Purchasing Process

3.01 General

3.02 Routine Purchases of $500 or less

3.03 Routine Purchases above $500

3.04 Major Purchases

3.05 Blanket Purchase Orders

3.06 Term Contracts

3.07 Purchases Requiring Installation

3.08 Order Follow-Up

3.09 Payment Voucher Requests/Confirming Requisitions

3.10 Prepayments

3.11 Purchasing Cards

 

4.00 Specific Purchasing Transactions

4.01 Air Travel Tickets

4.02 Business Cards, Envelopes, Letterhead

4.03 Consulting, Professional Services

4.04 Merchandise On Approval

4.05 Microcomputers, Peripherals

4.06 Office Furnishings

4.07 Office Machine Repairs

4.08 Physical Facilities Purchases

4.09 Printing and Publications

4.10 Rentals and Leasing

4.11 Software, Information Databases

4.12 Telephone Equipment, Cellular Phones, Pagers

4.13 Used Equipment
4.14 Emergencies

Hosting Policies and Procedures

1.00 Hosting Definition

2.00 Definition of Discretionary and Nondiscretionary Accounts

3.00 Hosting of University Guests

4.00 Hosting of University Students

5.00 Hosting of University Employees (including student employees)

6.00 Hosting Cost Guidelines

7.00 Hosting Documentation and Substantiation

8.00 Hosting at University Facilities

Travel Policies and Procedures

1.00 Purpose of Policy

2.00 Scope of Policy

3.00 Spousal Travel Policy

4.00 Athletic Travel - Spouse and Other Family Members

5.00 Procedure Before Travel

5.01 Internet Reservations

5.02 Hotel Reservations

5.03 Discount Agreement

5.04 Rental Car Guidelines

5.05 Rental Car Reservations

5.06 Authorized Rental Car Drivers

5.07 American Express Corporate Card Program

5.08 Short Term Cash Advances

5.09 Long Term / Workshop Advances

5.10 Workshop Debit Cards

5.11 Fund Raising and Development Travel

6.00 Procedure During Travel

6.01 Personal Car Usage Guidelines

6.02 Travel to Terminals

6.03 Inter-Campus and Other Local Travel

6.04 Research Travel

6.05 Reimbursement Rate

6.06 Air Travel Guidelines

6.07 Frequent Flyer Miles

6.08 Travel Related Club Memberships

6.09 Travel on Charter Aircraft / Private Aircraft

6.10 Lost or Excess Baggage

6.11 Unused, Voided, or Canceled Airline Tickets

6.12 Lost or Stolen Airline Tickets

6.13 Lodging in a Private Residence

6.14 Personal Meal Expenses

6.15 Per Diem Rates

6.16 Meals Outside the Continental U.S.

6.17 Conferences and Special Meals

6.18 Miscellaneous Business Expenses

6.19 Miscellaneous Personal Expenses

6.20 Responsibility of Authorized Signer

7.00 Procedure After Travel

7.01 Reimbursement Procedure

7.02 Travel Expense Report

7.03 Documentation Required

7.04 International Travel

7.05 Approval / Authorization Process

Non-Employee Payment and Procedures

1.00 Definition of Employees and Non-Employees

2.00 Guidelines for Determining Employee/Non-Employee Status

3.00 Nonresident Aliens (Non-US Citizens)

4.00 Consulting, Personal Services

5.00 Contracts with Professional Entertainers and Lecturers

6.00 Gifts/Gift Certificates

Appendices

Appendix A - Limited Purchase Orders

A.01 General Information

A.02 Forms

A.03 Issuance

A.04 Processing

A.05 Special Transactions

A.051 Blanket LPOs

A.052 Prepayments

A.053 Restricted Purchases

A.06 Unauthorized Use

A.07 Questions or Additional Information

A.08 Limited Purchase Order Form Completion

Appendix B - Preparing Requisitions

B.01 General

B.02 Forms

B.03 Department, Responsible Area/Orgn. #, Requisition #

B.04 Account(s)

B.05 Approvals

B.06 Attachments

B.07 Processing

B.08 Completing Requisitions

B.081 Example 1 - Requisition to Initiate a Purchase Order

B.082 Example 2 - Payment Voucher Request

B.083 Example 3 - Request for Prepayment

Appendix C - Approval Requirements for Requisitions and LPOs

Appendix D - Directory of Purchasing Agents

Appendix E - Hosting Documentation Forms

Appendix F - Travel Expense Reports

Appendix G - Request for Spousal Travel Form