Purchasing Policy

Accounts Payable processes all payments for goods and services. To request payment of an invoice, please sign, date, and write the accounting distribution on the invoice or Check Request Form.

Centenary College’s purchasing policy’s objective is to enhance monitoring of expenditures of the college budget.

The policy requires:

  1. For expenditures under $1000, the Department head must countersign the invoice before forwarding to Accounts Payable.
  2. For expenditures of $1000 or more, the Department Head and the Vice President that oversees the department must countersign the invoice before forwarding to Accounts Payable.

Purchase orders, which will be issued in numbered batches for tracking purposes, are available from the Business Office. The purchase orders are two part forms. One may be sent in with the order to the vendor if necessary, but the yellow copy must accompany the invoice when it is forwarded to Accounts Payable for payment.

If this policy is not followed, i.e., appropriate and timely countersignatures are not forwarded with the invoice to Accounts Payable, the Business Office is instructed to not pay the vendor until such approvals and paperwork are in place. The Business Office will return all incomplete paperwork to the purchasing party to obtain complete authorization and documentation.

If there are delays in getting this completed and the vendor calls the Business Office regarding payment, those calls will be transferred to the purchasing party. The purchasing party is responsible to get the documentation completed, back to the Business Office and resolve any issues regarding the purchased items with the vendor prior to that time.

Exceptions to this policy requiring counter-signatures or purchase orders include recurring monthly expenses such as utility payments, leases, payroll related payments. Student account and financial aid refunds are also exempt.

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