Policy identification number: ACCT-0001
File: Business & Finance Policies > Accounting Service Policies
All disbursements must be for College business purposes only and must be necessary and reasonable, as well as usual and customary.
Vice President, Finance & Administration
April 25, 2018
April 25, 2018
cash disbursements, vpfa, c
Scheduled for Review
I. Policy Statement
1. Allowable Purchases
Regardless of the payment method, all payments must adhere to the following requirements:
The Controller’s office has ultimate authority to determine that this policy has been properly followed.
2. P-Card and Event Card Purchases
Payment for authorized transactions to be paid by Fort Lewis College should be processed with a P-Card, except for instances where a fee is charged or where the P-card is not accepted. Travel expenses shall be paid on the Event Card when one is available. A personal credit card may be used for travel expenses.
No disallowed purchases will be allowed on any college-issued card. Disciplinary action will be taken against any employee who makes disallowed purchases.
3. Check Request
Check requests are limited to initiating a payment for services or goods that cannot be processed through the use of a P-Card or where an Event Card is not available. A disallowed purchase will be the personal obligation of the individual making the purchase.
The following approvals are required for all requests:
5. Independent Contractors
The following documentation is necessary to support payments to independent contractors: Vendor Invoice, W-9, Client List, Independent Contractor Checklist, and information on PERA Retirement status.
6. Purchase Orders (PO)
Purchase Orders are required for certain purchases per the FLC Fiscal Rules. After goods and/or services have been received in the College accounting system by Central Receiving, an invoice must be forwarded to the Accounts Payable department with an approval to pay.
7. Travel Reimbursements
Travelers must submit an approved Travel Authorization form to Purchasing and receive a college travel number prior to scheduled travel. Upon completion of College travel, a travel reimbursement form must be completed for reimbursement of allowable travel costs incurred in accordance with FLC Fiscal Rules section VII: Travel.
II. Reason for Policy
The purpose of this policy is to provide guidelines in accordance with the College policies for disbursements to external parties.
For following the policy: All employees and students purchasing on behalf of the college
For enforcement of the policy: Controller, Director of Purchasing
For oversight of the policy: Vice President for Finance & Administration
For notification of policy: Policy Librarian
For procedures implementing the policy: Controller, Director of Purchasing
P-Card – A MasterCard credit card designed to make allowable, small dollar purchasing more efficient.
Event Card – A MasterCard intended to for travel, for departments with substantial travel expenses.
Check Request – a request for payment that provides information on the expense, including accounting information for processing.
All expenses submitted for disbursement must be actual, reasonable, necessary and within policy guidelines. Each person requesting/authorizing/making a disbursement is responsible for:
Departments and administrative assistants shall assist the employee in completing the check request for disbursements. The department is responsible for forwarding the Check Request to the appropriate Dean or Vice President for approval.
VI. Consequences of Non-Compliance
Expense may not be reimbursed if the policies above are not followed.
VII. Revision History
April, 2018 - Policy updated into new format. Original policy filed in archives