A Supplier Invoice Request may be used to pay for goods and services that do not require a purchase order, requisition, or payment by University Travel and Expense Card (T&E Card). However, the Supplier Invoice Request has very specific applications and must not be used to circumvent normal procurement procedures. The Supplier Invoice Request should be used for:

• Payments to vendors for some types of commodities where competition is not practical (e.g., memberships to professional organizations). The types of commodities permitted, along with the allowable dollar value, are specified in the Goods & Services Procurement Guide.
• Reimbursements to individuals for small-dollar transactions.

Note: The Supplier Invoice Request must not be used to process payments which require that the University execute a procurement contract. Vendor-supplied contracts must be processed through the finance system on a Requisition form and submitted to Procurement and Supplier Diversity Services.

1. Additional Supplier Invoice Request Information:
   Departments should be aware that:

   1. All high-risk payments are pre-audited by Accounts Payable.

   2. Knowingly splitting purchases or otherwise circumventing procurement procedures is violating University policy.

   3. Most of the state limits apply to payments and reimbursements made from Sponsored Program sources. Exceptions are noted in the text of this policy or may be included in the terms of the Sponsored Program.

   4. If payments are not consistent with the expenditure guidelines and limitations applicable to State, Sponsored Program, and local funds, and if there is no University policy authorizing local funds exceptions, the Supplier Invoice Request must include a complete description of the nature of the expenditure and the justification for the exception.

   5. For local funds exceptions, the dean's or vice president's approval of the transaction must be obtained prior to the submission of the Supplier Invoice Request to Accounts Payable.

   6. The dean's or vice president's (or their designee) approval is also required for:

      • The purchase of alcohol.
      • Exceptions to local funds expenditure policies.
      • Gifts and flowers that exceed limits as shown on the Goods & Services Procurement Guide.
      • Holiday parties and related purchases if the combined meal cost for all participants exceeds $400.
      • Any transactions of an unusual nature.

2. Documentation Required for Supplier Invoice Requests:
   Departments must compile and attach supplemental documentation (e.g., receipts and forms requiring signatures) in the finance system in accordance with the requirements outlined in policy IRM-017: Records Management.

   Departments are responsible for obtaining the appropriate signatures and uploading the documentation onto the Supplier Invoice Request in the finance system. These files must be accessible for internal review and external audits. (See the Procurement and Supplier Diversity Services website for Supplier Invoice Request procedures in general, and for specific procedures relating to various types of goods and services paid on Supplier Invoice Requests.)

3. Compliance with Policy:
   Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination or expulsion in accordance with relevant University policies.

   An individual's failure to adhere to this policy may result in personal liability for any unauthorized expenditures.

   Questions about this policy should be directed to Procurement and Supplier Diversity Services.