| Last Revision: 8/04/2006 |
|
Payment Approval |
|
Source |
Item |
Approval |
| Research |
Purchase Orders up to $19,999 |
RA |
| Research |
Check Request Forms under $1000 |
RA |
| Research |
Petty Cash Vouchers |
RA |
| Research |
Travel Forms |
RA |
| Research |
Purchase Orders up to $99,999 |
RAD |
| Research |
Purchase Orders up to $499,999 |
VP |
| Research |
Check Request Forms equal to or greater than $1,000 |
CFO |
| Research |
Account Close-Out Reimbursements |
CFO |
| Research |
Purchase Orders of $500,000 or over |
CFO |
| |
|
|
| Operating |
Budgeted Purchase Orders up to $19,999 |
Mgr |
| Operating |
Check Request Forms under $1,000 |
Mgr |
| Operating |
Petty Cash Vouchers |
Mgr |
| Operating |
Non-budgeted Purchase Orders up to $9,999 |
Dir |
| Operating |
Budgeted Purchase Orders up to $99,999 |
Dir |
| Operating |
Travel Forms |
VP |
| Operating |
Non-budgeted Purchase Orders up to $99,999 |
VP |
| Operating |
Budgeted Purchase Orders up to $499,999 |
VP |
| Operating |
Check Request Forms equal to or greater than $1,000 |
CFO |
| Operating |
Non-budgeted Purchase Orders $100,000 or over |
CFO |
| Operating |
Budgeted Purchase Orders $500,000 or over |
CFO |
|
|
Approval Note 1: Any items requiring VP
approval must first have RAD approval. |
|
Signature Note 2: The VP must first approve any
items requiring CFO or COO approval. |
| |
| Purchase Order Items |
l Payments for services
already invoiced |
l Subcontracts |
l Small vendor payments (vendors
do not need to accept PO’s) – This includes subscription renewals, membership dues, etc.
Medical Center policy does not allow individuals to purchase items and be reimbursed for these
expenses through a check requisition. While it is understood that research will make every
effort to comply with the policy, it is also understood that research continues to have unique
circumstances for a variety of reasons where it will not be able to comply with the policy.
In these special circumstances, the situation should be documented and included with the check
request for reimbursement. |
l Registrations directly to vendors for conference |
l Non-invoiced items such as honoraria,
transfers to and from the Foundations (e.g. BIMG), etc. (must include back-up documentation clearly showing the payee, the amount, the P.O.
number, & the transaction date) |
l Computer Purchases |
| |
| PO Note 1: For purchase order
requests that require a new vendor to be entered into the system, email Maureen Kearney to
create the new vendor number. Include the following information in the email:
vendor/individual’s name, address, phone number, remit to address (if different), tax id
number or social security number, and terms (i.e. immediate pay, 30 days, etc). |
| PO Note 2: For subcontract
payments, payments for already invoiced services, one-time patient clinical trial payments,
honoraria (or other non-invoiced items), registration payments directly to vendors, or vendors
where purchase orders are not accepted, payment may be triggered for inclusion in the next
scheduled check run by including a note stating, ‘This vendor should be immediate pay’ in the
comments of the PO or written on the invoice; marking the PO as received in PeopleSoft; and
sending the PO/invoice to Accounts Payable. |
| PO Note 3: The Director of Academic and Research Computing must review/approve orders for computer hardware/software over
$1,000 prior to submission of a PO requisition. |
| |
| Check Requisitions |
l Account close-outs reimbursements (must be signed by CFO or COO) |
l Travel Advances |
l Research approved Visa fees |
|
l Payments to individuals outside of BIDMC,
including honorarium (must include invoice or back-up documentation clearly showing the payee, amount, & transaction date).
Must include Payment Authorization Form with these check requests. |
l Payments to patients over $50 on clinical
trials. Must include Payment Authorization Form with these check requests. Payments for employees related to clinical trial participation must also be submitted via petty cash or check request. |
l Employee Reimbursements over $50
(excluding cell phone/blackberry reimbursements which should be reimbursed through payroll) |
| |
| Travel Form |
l Employee or Non-Employee
post-travel reimbursement for conference or other research related travel (please indicate on
travel form if non-employee reimbursement) |
| |
| Petty Cash Vouchers |
l Employee or Non-Employee reimbursements under $50. |
|
l Payments under $50 to patients on clinical
trials. Must include Payment Authorization Form with these check requests. |
