How We Pay

1. How We Pay Procure to Pay Services Updated 8/17/2012 Table of Contents

2. Table of Contents • General Information • Requisitions and Purchase Orders (Page 1 of 2) • Requisitions and Purchase Orders (Page 2 of 2) • Employee Reimbursements • Employee Travel Reimbursements • Direct Payments • Purchasing Card • For Our Suppliers – General Information • For Our Suppliers – Purchasing Processes (Page 1 of 2) • For Our Suppliers – Purchasing Processes (Page 2 of 2) • For Our Suppliers – Receipt of Payment • Any Questions? Next

3. General Information • The approved payment options outlined below are for the university departments to utilize when paying suppliers for goods and services provided. Also, included are procedures to be used in conjunction with each payment method or reimbursement. Table of Contents

4. Requisitions and Purchase Orders (Page 1 of 2) • Most purchases require the issuance of a purchase order (PO) to a supplier prior to the commencement of work or the purchasing of goods. This process serves to follow the university’s standard contractual terms, supports encumbrances of funds, electronic work flow, approvals, and provides the opportunity to match POs to invoices. In all situations, before a good or service is purchased, the end user must consider that bid requirements (if applicable) are met. • After the Purchase order has been issued and the good or service has been received, please forward paper invoices to accounts payable for processing. A valid Purchase Order number must be clearly noted on the invoice to ensure prompt payment. We encourage you to submit your invoices electronically to: accounts.payable@ohio.edu. Our standard payment terms are net thirty days from date of invoice. Table of Contents

5. Requisitions and Purchase Orders (Page 2 of 2) • We are currently supporting paper purchase orders for those areas that are not live on BobcatBUY as well as those purchases made on Plant funds. • If an area is live on BobcatBUY, all requisitions and Direct Payments must be submitted on BobcatBUY. • No commencement of work or ordering of goods is authorized or shall constitute a commitment of the university until the required PO has been approved or issued. Procure to Pay Services will not authorize payments without a properly executed purchase order. Table of Contents

6. Employee Reimbursements • Employee reimbursement requests for authorized expenses (defined as all reasonable expenses incurred while transacting the affairs of the University) are processed upon receipt of the expense in the order in which they are received. Employee reimbursements are made by check or direct deposit into the employee’s designated bank account. Direct Deposit may be set up by contacting the Customer Care Center with your banking information to expedite payments. Please click here to obtain the Direct Deposit Authorization Form. Table of Contents

7. Employee Travel Reimbursements • Travel reimbursements for faculty and staff are processed through Concur and may include airfare, hotel, transportation such as cabs, rental cars or shuttles, mileage and food while traveling. Original, detailed receipts must be attached to your Concur expense report and submitted to AP electronically. • A clear business purpose must be detailed in the report to include the “What, Where, When, and Who” of the reimbursement. Table of Contents

8. Direct Payments • Direct payment forms are used to pay reimbursements and a limited subset of suppliers. Payments made through this method of request will be processed upon receipt in the order in which they are received and are generally paid according to the payment terms of the supplier. A guide for Direct Payment requests is listed below. • Awards - employee and student awards or prizes • Certification and licensing fees • Copies • Honoraria and related expenses • Insurance policy premiums and mutual health fund payments • Legal settlements and associated costs (Authorized for Legal Affairs, Legal Counsel, and V.P. for Finance areas only) • Officials for Athletic events (ICA only) • Postage – Payments made to the Postmaster for postage, stamps, metered mail, box rental or stamped envelopes. • Refunds of monies previously paid to the University including refunds to Grantors • Research subjects and standardized patients • Royalties • Scholarships, tuition and Senate bill 140 expenses • Stipends • Reimbursement for Non Employees – guest lecturers, recruiting and job applicants • Employee reimbursements • Travel advances – (see 03.0150 Travel Advance Policy to download a request form). Table of Contents

9. Purchasing Card • Purchasing cards may be used for travel expenses, airline tickets (see travel policy) and small dollar purchases of materials or goods. • The purchasing card shall not be used for the procurement of services or the purchase of capital equipment as it is important to execute terms and conditions and in some cases, insurance requirements, as agreed upon between the University and the supplier. Table of Contents

10. For Our Suppliers – General Information • Ohio University is recognized by the Internal Revenue Service as a tax-exempt organization. Its Federal Employer Identification Number is 31-6402133. • C.O.D.’s cannot be accepted. • Please follow shipping and invoice instructions printed on the purchase order form, or provided by the Purchasing Cardholder. All purchases for Ohio University will be paid by Ohio University check, ACH, wire transfer, or by an authorized Ohio University MasterCard (Purchasing Card). Any other form of payment should not be accepted. • Suppliers should advise the University of any / all changes in business name and remittance addresses. Send a full updated Payment Compliance Form to the Accounts Payable address on the next slide. Table of Contents

11. For Our Suppliers – Purchasing Processes (Page 1 of 2) • General Purchase Orders • This form is issued by Procurement Services only, and bears a pre-printed order number. Invoices must be sent to: accounts.payable@ohio.edu Ohio University Accounts Payable 1 Ohio University West Union Office Street Center, Room 213A Athens, OH 45701-2979 Table of Contents

12. For Our Suppliers – Purchasing Processes (Page 2 of 2) • Purchasing Card • The purchasing card empowers university employees to make small dollar purchases. Transaction limits vary, but are generally set at $2,500. Some Merchant Category Codes (MCC) have been blocked. • The purchasing card may only be used by the cardholder. It is not transferable. The purchasing card is to be used strictly for University business. • Cardholders must not receive cash back for refunds. Refunds must be credited to the purchasing card account. • A detailed receipt is required. A detailed receipt for each purchasing card transaction must be sent directly to the cardholder (packing slips without the dollar amount are not acceptable substitutes). Do NOT send invoices or receipts for purchasing card transactions to Accounts Payable. Table of Contents

13. For Our Suppliers – Receipt of Payment • Invoices received in Accounts Payable will be paid according to the discount terms, or within thirty (30) days after receipt and acceptance of goods or completed services. • Discount periods will be computed from either the date of delivery of goods ordered or the date of receipt of correct invoice, which ever date is later. • Questions regarding general purchase order invoices should be directed to the Customer Care Center by sending an email to financecustomercare@ohio.edu or calling: 740-597-6446. • Suppliers are responsible for posting purchase card transactions with MasterCard. Manual authorizations can be obtained by calling JP Morgan Chase Customer Service at 1-888-500-4887. Table of Contents Any Questions

14. Any Questions? Please contact us by sending an email to financecustomercare@ohio.edu or you can call 740.597.OHIO (6446). Back to Table of Contents