Accounts Payable and Purchasing will be the final arbiter on whether an invoice will be disputed. Departmental or divisional staff must never arbitrarily decide not to pay an invoice. The group sponsored events form will prompt the receiving department for information needed for Accounts Payable to process the invoice for payment. Purchases that are not in compliance with this policy are defined as illegal purchases unless they can be shown to be a legitimate emergency purchase . Before departmental staff initiate an emergency purchase during regular business hours, an attempt must be made to contact a UWEX Purchasing Agent on how to handle the current existing emergency situation.
Illegal purchases require complete justification.
When the justification is completed, it must be returned to Purchasing staff who will review the justification and if acceptable, authorize Accounts Payable to make payment. It is the departments responsibility to expedite the completion of the justification form to avoid incurring prompt payment interest charges. When a credit is received and there is not a way to use the credit against an outstanding invoice or an anticipated invoice, the credit is to be returned to the vendor and a refund is to be requested. An emergency transaction is required when a situation arises that a check is needed within 5 working days or less. A fully completed emergency transaction form and all applicable back-up material must accompany the requisition or LDO when submitted for consideration.