Payment References of Authority
UCO Payment Policies, Guidelines, and Practices:
The University of Central Oklahoma is not responsible for purchases, leases or contractual obligations unless approved in writing by its authorized agents. Anyone signing a contract or agreement with intent to bind the University must have authority to do so from the President. Signing an agreement or contract without authority is considered to be acting outside the course and scope of employment and could subject the signer to personal liability. The Authorized Agents for the University are limited to the following individuals:
President W. Roger Webb
Executive Vice President Steve Kreidler
Associate Vice President Mark Moore
Assistant Vice President Lisa Harper
Director of Purchasing, Payment Services & Travel Denise Smith
All checks are mailed via the U.S. Postal Service. Checks forwarded to the Student Financial Services Department (formerly referred to as Bursar Office) must be made payable to a UCO organization. These checks will be deposited into the appropriate organization, and a deposit receipt mailed to the applicable financial manager. Exceptions will be made on contracted services bound by a formal contract, approved by UCO Legal Counsel, stating payment is required to be made in person immediately upon completion of services performed. Note: The UCO standard contract forms do not allow for any exception to the check disbursement policy. Therefore, payment for services under standard UCO contracts will be mailed via U.S. Postal Services upon completion of services performed.
All payments made to employees of the University of Central Oklahoma shall be made through the UCO Payroll Department. REF: ADM-FSV-1 Exceptions to this policy are limited to the following:
Approved reimbursement expenses
Scholarships and stipends for students are restricted to payments for educational purposes and must be approved through Student Financial Services.
Anyone hired to perform services at UCO on a short term basis should be considered a temporary employee, utilizing Advantage Staffing Independent Contractors are the exception, not the rule. Independent Contractors will have other customers outside of UCO. 'Independent Contractors are those who follow an independent trade, business or profession in which they offer their specialized services to the public, and are not employees nor perform tasks performed by current employees. The general rule is that an individual is an independent contractor if you, the person for whom the services are performed, have the right to control or direct only the result of the work and not the means or methods of accomplishing the result.' REF: IRS.GOV Please note that Honorariums and Stipends are considered payments for services by the IRS.
Independent Contractor Hiring Procedures <<Add Link>>
Independent Contractor Speaker Contract <<Add Link>>
Independent Contractor Entertainment Contract <<Add Link>>
Independent Contractor Services Agreement for Individuals not to exceed $10,000.00 <<Add Link>>
Independent Contractor Services Agreement for Other than Individual not to exceed $10,000.00 <<Add Link>>
Independent Contractor Services exceeding $10,000.00 - Contact UCO Legal Services Office at 974-3377
The noted contracts require five business days to process UCO execution of authority. These days are in addition to the seven day processing required for check requests. The requestor should complete the form and have the Independent Contractor sign the contract. The contract form should be attached to the check request and submitted to the Payment Services Department by way of front desk processing and date/time clock stamp with a minimum of 12 business days prior to the independent contractor service being performed. New vendors require a completed W-9 to be attached with the check request. Any other vendor contracts outside of these approved Independent Contractor Forms require a six week processing time.
All contracts between UCO and a vendor require the vendor to carry Oklahoma Worker's Compensation and customary insurance. It is the requestor/hiring department's responsibility to assure the applicable paperwork accompanies any contract submitted to the Payment Services Department. The vendor does have the option to select to complete the Affidavit of Exempt Status Under the Worker's Compensation Act Form.
The independent contractor can submit a formal business invoice or a signed and notarized OSF Claim Form 3, which is a State of Oklahoma claim voucher, to receive payment for the services rendered.
The payment of individual UCO employee's membership dues has been determined to be an invalid expenditure. However, individual 'position' memberships which are transferable are an allowed expenditure. Payment is authorized by means of purchase order or ProCard. This is in accordance to OSF Chapter 300, 319P.
UCO Purchasing & Payment Services Department has authority to increase encumbrance documents, purchase orders and payment amounts up to $25 without the financial manager's authorization.
Petty cash expenditures are limited to a $200.00 maximum per purchase and only available to UCO employees. Splitting purchases to avoid the $200.00 maximum is strictly prohibited. A MERF Form (Meal Expenditure Reimbursement Form) is required to be submitted with all food purchases, no exception.
Prohibited uses of petty cash usage include the following:
Personal Services which include all elements of compensation, e.g. salary, retirement, insurance, etc., paid to an employee of the institution and all payments for personal services paid to non-employees of the institution (contracted services).
Travel expenses and all portions of travel costs which would ordinarily be paid on a travel claim form. These include, but are not limited to, meals, lodging, mileage and registration.
Professional and Personal Services which include services within a scope of work involving architecture, engineering, law, accounting, medicine or other such licensed services or independent contractor services.
Postage defined to include both metered postage and postage stamps, with exception to postage due.
Printers, copiers, fax machines or any other such device and ink/toner.
Reimbursement for purchases already made.
Penalties for misuse of petty cash - any funds used for prohibited use as listed above will become the personal responsibility of the individual and must be reimbursed to the University immediately upon request. Failure to return proper receipts and unused funds in a timely manner will result in a revocation of future petty cash privileges.
The Petty Cash Disbursement Process:
1. Pick up a Petty Cash Voucher at the Bursar Office, NUC 134 and complete the section labeled 'Petty Cash Issued'
2. Turn in the Petty Cash Voucher to the Bursar's Office and receive the petty cash in hand
3. Make your purchase
4. Complete the section labeled 'Petty Cash Returned' of the Petty Cash Voucher
5. In the section labeled 'Accounting Information', enter the organization number to be charged and have the form signed by the financial manager of the organization account referenced.
6. Return the Petty Cash Voucher, merchant receipts, MERF Form if a food purchase and any unused cash to the Bursar's Office, NUC 134. Petty cash must be returned by 5:00 PM CST on the next business day, from the date issued. If you have special circumstances which require the funds to be kept longer than this time, an exception must be requested at the time of issuance of funds.
To assure the entire procurement and payment process flows smoothly, it is imperative for departments to properly document partial receipts and full receipts of products (tangible merchandise). In most circumstances, your purchase (ProCard or purchase order) is delivered to Central Receiving and redistributed to your department by Central Receiving personnel. Your signature for delivery is obtained at this time. However, there are situations involving desk top delivery, and purchases do not deliver through Central Receiving. This can also occur when a department purchases and picks up items locally, when the product arrives by U.S. Mail or desk top delivery allows the product to be delivered directly to your office. In these situations, no tangible product is processed through Central Receiving and it is mandatory in each scenario the receiver of the department take one of the following actions:
1. Document the receipt of the product by signing the purchase order copy or signing the packing slip, including the date of receipt, and forwarding to Central Receiving, Campus Box 131.
2. Document the receipt of the product by signing the purchase order copy or signing the packing slip, including the date of receipt, and emailing to firstname.lastname@example.org
3. Document the receipt of the product by signing the purchase order copy or signing the packing slip, including the date of receipt, and faxing to Central Receiving at 974-3867.
There is no action required by Central Receiving for the following types of purchase orders: Services, Lease/Rentals, Maintenance Agreements, Registration, Hotel Reservations, Memberships.
Registration fees for conferences, meetings, seminars and similar events shall normally be paid by purchase orders. However, in the following specific situations, advance pre-payments (UCO checks issued before the event date or ProCard payment) may be allowed:
1. The organization requires pre-registration along with payment and by standard written policy, will not accepta purchase order.
2. A discounted fee is offered if registration is paid in advance.
With regard to situation one, pre-payment may be authorized with the completion of the following form if written documentation from the organization reflects they will not accept purchase orders. With regard to situation two, pre-payment may be authorized with the completion of the following form if written documentation from the organization states that substitution of participants is allowed and should the event be cancelled, registration will be refunded at 100%. These are in accordance to OSF Chapter 300, Section 319L.
UCO Policy states that any UCO employee failing to attend or participate in a pre-paid event or an event obligatory by purchase order shall be personally responsible for the incurred costs of pre-payment. Request for exemption of this policy should be made in writing to the Executive Vice President and include copies of all related documentation, preferably prior to the event occurrence. Violations of this policy may exclude various UCO employees from participating in or requesting pre-paid events.
UCO employees and students may be reimbursed for miscellaneous emergency purchases or purchases approved to not have been processed through the conventional purchasing methods. The OSF Claim Form 3 must accompany all reimbursement requests. The form must be completed in entirety to include the following information regarding the reimbursement, must be notarized before submission to Payment Services and must include evidence of payment (receipts):
Brief explanation of the reimbursement
Signature of requestor/claimant and a notary of the signature (bottom, left side of form)
Financial manager signature (bottom, right side of form) Note: If the requestor/claimant is the financial manager, a higher level of authority signature is required
Examples of payment and receipts could include cash payment with an itemized sales receipt, personal check payment with a copy of the front and back of the processed and cancelled check and an itemized sales receipt, credit card payment with a copy of the credit card statement and an itemized sales receipt and/or any other payment with an annotation from the merchant indicating the expense was paid and an itemized sales receipt.
If a reimbursement is for food expenses, a MERF Form (Meal Expense Reimbursement Request for Approval Form) is required with the submission.
The expense code for all non-travel related reimbursements to employees is 76113. There is no established maximum limit on the amount which can be reimbursed, but a reimbursement in excess of $1000.00 per claim must include a written statement of justification for the purchase, explaining the reason for not submitting a requisition to the Purchasing Department for a purchase order to be processed. This required documentation is in addition to all other documents required for processing reimbursements.
Vendor problems should be reported to the Director of Purchasing by way of the Vendor Performance Quality Report. It is the responsibility of the University to adequately and fairly document problems and allow for resolve and cure on part of the vendor partner before considering terminating partnerships. Once the written report is made, the Director of Purchasing will work to resolve problem issues or remove the vendor from campus, if applicable.