The payment procedure is the final step in the procurement
process which begins in the Department of Procurement
Services. The basic steps in ordering and subsequently
paying for merchandise or services are as follows:
- A purchase requisition is prepared
by the department to order merchandise or services.
- The requisition is forwarded to
the Accounting Office for availability of funds and
to check the appropriate chartfields.
- Procurement Services obtains prices
by means of quotes either formally or by phone depending
upon amount of order, urgency or delivery, etc.
- A purchase order is written and
the firm obligation is recorded and reverses the requisition
obligation if appropriate.
- When a vendor invoice has been
received by the Accounting Office on orders of $5,000
or less, receiving information is checked in the receiving
system. If there is a receiver on a one-time purchase
order, the invoice will be entered into the system for
payment within the terms of the invoice. A copy of the
purchase order is delivered to the department with the
goods when goods are received by Central Receiving.
If there is a valid reason for withholding payment,
the department should notify Accounting before the specified
If there is no receiver
or when the payment is over $5,000, a copy of the invoice
will be sent to the department to be approved and returned
to Accounting as soon as possible. Accounting and Procurement
should be notified immediately when a problem with the
When payment is
made against an open order, the Payment Authorization
stamp should be used by the department and sent to the
Accounting Office as authorization to pay.
When there are damaged
goods or merchandise which does not meet specifications,
see the procedure for making returns (Procedure
- Accounting matches the paperwork
and either prepares a check locally or submits an invoice-voucher
to the State Comptroller.
Checks will normally be written
within the payment terms of the invoice. Checks are
mailed directly from the Accounting Office to the payee.
Warrants written by the State Comptrollerís
Office will take at least an additional seven working
days. Payments over $1,000 from General Revenue funds
are paid by state warrant.