Frequently Asked Questions

1. Can state funds be used to purchases food, flowers, indoor plants?

  • No, These are prohibited by state regulations, except for class instruction or research.

2. Can State funds be used to make advance payments?

  • No, The only advance payments allowed are for registrations memberships and subscriptions.

3. Can state funds be used to pay another department on campus?

  • No, These are prohibited by state regulations.

4. Can state funds be used to reimburse someone who is not a University employee?

  • No, These are prohibited by state regulations.

5.Can State fund be used to pay for copying services?

  • Yes, Payment requires same information as other state payments and a sample of the material that was copied.

6. Regarding prompt payment, what is the correct procedure if the invoice received is not correct?

  • The vendor must be notified with in 20 days after receipt of the invoice. If the discrepancy can be resolved verbally, documented the date the dispute was resolved. This date will serve as the receiving date of the invoice. Prompt payment time will start with the receipt of the new invoice.

7. What if I receive an invoice that is incorrect and I do not document the discrepancy?

  • If the problem caused it to be paid late, interest may be added since accounts payable was not notified of the problem.

8. Can tips be paid or reimbursed?

  • Not with State fund. Local funds-tips can only be paid if they are identified on the ticket as a "service charge".

9. Can sales taxes be paid or reimbursed?

  • Not with state funds. Local funds-sales tax can be reimbursed as an exception in a purchases is made, in person, out of state. Example: An employee buys a book at an out of state conference and pays sales tax.

10. Can liquor be purchased?

  • Not with State fund. Local funds- yes, but it must be identified separately on the requisition and coded as 6341.

11. When should "doc notes" be used?

  • To provide additional details regarding the purchase.
  • List of attendees to a function
  • Explanation of services received
  • Information regarding goods purchased

This page was last updated on: October 13, 2015