Non Purchase Order Related Purchases

Some goods and services may be purchased without a purchase order. Payments are made by using the University Purchasing Card or itemized vendor invoice. When there is no itemized vendor invoice, other supporting documentation may be used.

Justification for Purchase

Every payment initiated purchase, including PCard purchases should include justification. See Job Aid: Transaction Justification for all Non-Sponsored and Sponsored Transactions.

NON PURCHASE ORDER RELATED PAYMENTS	PAYMENT METHODS	Required Supporting Documentation
Advertising: (Newspapers, Journals) - Employment Ads - Event Ads	Purchasing Card Vendor Invoice	Invoice Itemized Receipt Ad Copy
Affiliation Agreements	Vendor Invoice	Vendor Invoice Statement
Payment of: - Bank Fees - Accreditation Fees - License Fees - Copyright Clearance Fees	Vendor Invoice	Invoice Statements Itemized Receipt
Books (Excluding rare or valuable book collections)	Purchasing Card Vendor Invoice	Invoice Itemized Receipt Order Form
Business Lunches	Purchasing Card Vendor Invoice	Invoice Itemized Receipt
Cellular Phone Services for Individuals Personal Liability, University does not pay Cellular Phone Services for Departments - See Cell Phone Policy	Purchasing Card - for Departmental Phones Only Vendor Invoice	Invoice
Film Rental	Purchasing Card Vendor Invoice	Invoice Itemized Receipt Order Form
Hospitality: - Conferences, Banquets, or Facility Rental (Facility contracts must be reviewed by Real Estate and the Office of the General Counsel (OGC) - Catering (Catering Contracts need OGC Review) - Entertainment	Purchasing Card* Vendor Invoice *Use also to pay deposits.	Invoice Itemized Receipt Vendor Contract* For Entertainment Expenses Include: Business purpose Date Dollar Amount Names and business relationsips of those entertained Nature of business discussion Place *If leasing space, contracts need Real Estate approval.
Household Moving Expenses for Staff Relocation	vendor invoice	Invoice Moving Expense Form BA 1357
Livestock from Auction	Purchasing Card	Invoice Itemized Receipt
Mailing Lists	Purchasing Card Vendor Invoice	Invoice Review any vendor on-line contracts requiring signature or acceptance with OGC
Medical Expenses (Equipment/Supplies not included)	Vendor Invoice Purchasing Card	Itemized Receipt
Membership Fees	Purchasing Card Vendor Invoice	Itemized Receipt Membership Form
Passes and Tickets (Excludes Parking Tickets/Violations)	Purchasing Card Vendor Invoice	Itemized Receipt
Purchases Made for Resale to the public through internal retail outlets (Excludes food service, C Store and candy counter purchases over $50,000 and over)	Purchasing Card Vendor Invoice	Itemized Receipt
Replenish Postage meters	Purchasing Card	Itemized Receipt
Refunds - tuition, parking, etc.
Sales Tax		State Sales Tax Form
Shipping/Courier Service - Fed Ex - Roadrunner - DHL - UPS	Purchasing Card Vendor Invoice	Itemized Receipt
Subscriptions and On-Line Subscriptions	Purchasing Card Vendor Invoice	Review any vendor on-line contracts requiring signature or acceptance with OGC
Travel Expenses - non-staff		Receipts
Travel Expenses - Pre-payments of Staff Expenses	Vendor Invoice Corporate Travel Card or Purchasing Card - can be used to purchase airline tickets, automobile rental, and conference registrations.	Conference/Hotel Registration Form Itemized Receipt Airline Ticket or Itinerary Invoice
Utilities: Natural Gas, Electric	Vendor Invoice or Statement Purchasing Card if accepted by Utility Company	Itemized Billing Statement Invoice

OTHER ITEMS NOT LISTED MAY BE COVERED UNDER OTHER POLICIES.

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http://www.fpd.finop.umn.edu/groups/ppd/documents/Appendix/purchAppE.cfm
Updated: July 18, 2005