George Fox University | Offices and Services | Academic Affairs | APPENDIX A

Appendix A

Purchase requisitions are the primary method for ordering and purchasing services and goods. Using the electronic purchase request will be the most effective way to ensure that budget information on the administrative software system is up to date and allows the user to track the approval and purchasing process online. All purchase requests will require appropriate approval. Please follow the procedure outlined below.

1. Submit a Purchase Request (PR) form with the required information in one of the following manners: (The process for approvals is the same for all PR's regardless if it is on paper or electronically)
2. 1. Electronic - those offices that have received training need to submit purchase request forms electronically (refer to documentation).
   2. Paper - complete a paper purchase request form (available from secretaries), obtain the required signatures, and submit form to the financial affairs office.
3. When a purchase request is approved by financial affairs, a purchase order number is assigned by the computer system.
   Electronic:
4. • Financial Affairs will print and send out all purchase orders (PO) to the vendors. The status of a purchase request made electronically can be reviewed using the new software.
   • If you need to contact a vendor directly with the PO number, please request a copy of the PO from the financial affairs office.
   • The purchase order is reflected on your cost center as an encumbered expense.
   • Paper:
   • Financial Affairs will send out all purchase orders (PO) to the vendors.
   • If you need to contact a vendor directly with the PO number, please request a copy of the PO from the financial affairs office.
   • The purchase order will be entered by financial affairs into the computer system and be encumbered on your account.
   • A copy of the PO will be sent to you for receiving purposes.
5. Receiving of goods and services. CRITICAL
6. 1. Electronic - Those offices using electronic PR's must 'RECEIVE' goods and services electronically in order for the bill to be paid (refer to documentation).
   2. Paper - Date and sign for items received on the purchase order provided and return a copy to financial affairs for processing.
7. Accounts Payable will pay bills that are marked "partially or fully" received. If you are using the paper process you will need to sign and date the PO.

Check Requests

The primary method of purchasing goods and services should be through the purchase requisition process. In those few situations you need a check request, please follow the procedures below.

1. When a vendor will not accept a purchase order,
2. For cash advances, and
3. For personal reimbursements over $25.00 (under $25.00 can be reimbursed through petty cash in our office).

To make check request processing more efficient, please follow the procedures below including all the information requested. We are happy to supply your office with check request forms. However, you may generate you own providing you use the attached format. Please use either blue or white paper. (The other paper colors are used to distinguish check requests for other funds.)

When submitting check requests, the following must be included:

1. The 4 digit cost center number (formerly called an account number)
2. The 5 digit account number (formerly called a sub account)
3. Indicate the GFU Business purpose then itemize, provide a description and sales slips (attach receipts to the BACK)
4. Departmental authorization signature.

Please note the following:

1. You may submit one check request for the same person or company and charge it to more than one account. List the accounts and how much is to be charged to each.
2. A separate check request must be made for each individual to receive payment.
3. If you are requesting a payment for a service or an honorarium, you must include the complete address and the social security number of the individual.
4. 1. If this is for an employee of the University including Tilikum, it will be paid through payroll for tax purposes. A separate check will not be written.