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Section 7 - Purchasing

Section 7.4 - Cash Purchases

Date: 11/17/03 — Approved: Finance Board

The AS encourages the use of commercial credit cards for small dollar purchases. However, under certain circumstances, cash purchases that do not exceed $250 may be made if the budget manager determines that the best interests of the department and the AS are served. No single transaction may exceed $250 without the express written approval of the budget manager.

LIMITATIONS

Cash purchases must conform to the restrictions placed on purchases from AS employees. (See Section 7.2, Purchase of Goods and Services.)

Stringing

“Stringing” or making successive small purchases or payments to bypass the minimum bid limitation or any other purchasing policy is not permitted whether with one or several vendors. .

REIMBURSEMENT BY CHECK REQUEST TO INDIVIDUALS

Check to an individual

A check request form will be used to reimburse staff members or authorized individuals for purchases made using personal funds. These reimbursements are subject to the $250 limit unless specifically approved in advance by the accounting department and must be accompanied by supporting documentation (such as an original receipt).

Departmental Petty Cash Fund

Individuals using personal funds for purchases of $100 or less may be reimbursed from an authorized departmental petty cash fund. The reimbursement is subject to the policies and procedures in Section 10.6 - Petty Cash Funds.

PAYMENT TO VENDOR

If an individual makes an authorized purchase directly from a vendor and receives an invoice for the purchase, the invoice is used as supporting documentation to pay the vendor. The vendor invoice is submitted with all documentation required for processing vendor payments. (See Section 8.1 — Check Request and Payables Function.)

NON-COMPLIANCE

For any check request form received in excess of the above guidelines, the department will be contacted to undertake corrective action unless special exception to the guidelines has been previously authorized. Additional purchases, which circumvent the above guidelines, may be deemed the responsibility of the individual.

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