PSC Procedural Statement: Payment Voucher / Authorization

Effective Date: July 20, 2012

Introduction

According to University of Colorado Fiscal Procedures, a purchase order or other commitment voucher is not required for a very limited number of specific disbursements. This PSC Procedural Statement sets forth University requirements for use of the Payment Voucher form or Payment Authorization form to process invoices when a purchase order or other commitment voucher is not applicable.

The Procedural Statement is divided into the following sections:

A. General Requirements
B. Form Requirements
C. Procedures for Payment Voucher/Payment Authorization Usage (Table of Allowable Goods and Services)

Terms Used in This Procedural Statement

Italicized terms are defined in the Policy Glossary. Underlined terms are defined in the Finance and Procurement Procedure Glossary.

Procedural Statement

A. General Requirements

The specific goods and services listed in the following table may be authorized for payment using the designated form (Payment Voucher or Payment Authorization). Purchases must comply with the PSC Procedural Statement (PPS) Sensitive Expenses and with University of Colorado Procurement Rules and University of Colorado Fiscal Procedures.

• Except where limited for a specific item (as noted in the Table, below), the disbursement can be made in any dollar amount.
• The Payment Voucher and Payment Authorization forms must be supported by vendor invoice unless specifically exempted in the Table and, where identified, must be supported by the specified information or documentation. The PSC has the right to request additional information or approvals for an expenditure when, in the opinion of the PSC, a specific expense warrants additional support.
• If using Agency Funds (Fund 80) that the University maintains for legally separate External Student Organizations or other entities – with the exception of University Physicians Incorporated (UPI) funds – the Payment Authorization form is allowed to purchase all types of goods and services, in any dollar amount. Vendor invoice or other supporting documentation is required.

B. Form Requirements

The Payment Voucher (PV) form is online in the CU Marketplace. The requester logs in to the Marketplace, fills out the form, attaches the invoice and/or other required documentation, and submits it for processing by the PSC.
The Payment Authorization (PA) form is an Excel document on the PSC web site, www.cu.edu/psc. The requester opens the form from the web, fills it out, and submits the duly approved form to the PSC (by scanning and emailing it, or by sending in campus mail).

C. Procedures for Payment Voucher/Authorization Use

See Table of Allowable Goods and Services, below.

Exceptions

Unless approved by the Assistant Vice President/ Chief Procurement Officer, there are no exceptions to this procedural statement.

Related Administrative Policy Statements (APS), PSC Procedural Statements (PPS), Finance Procedural Statements (FPS), Other Policies and Procedures

Related APS, PPS, and/or FPS are presented in Section A, and - as appropriate for specific goods and services listed–are referenced in the Table in Section C. All purchases must comply with University of Colorado Procurement Rules, University of Colorado Fiscal Procedures, and the guidelines contained on the PSC website.

Forms

Payment Authorization (PA) form on the PSC Forms webpage•
Payment Voucher (PV) online form in the CU Marketplace

Additional related forms, as appropriate for specific goods and services listed, are referenced in the Table of Allowable Goods and Services.