Purchase Order Backup
Introduction
University policy, BUS-79, requires that expenses for meals or light refreshments provided in the course of a business meeting must have documentation, approvals, and certifications supporting those expenses are necessary and integral part of the business meeting.
ePay is used to document and approve invoices originating from a Purchase Order for meals, light refreshment, and related services connected to business meetings, entertainment, and other occasions. ePay ensures the documentation requirements by requiring:
- Type of expense
- Type of event
- Number of participants
- Date and location of the event
- Business-related nature of the occasion or purpose of the event
- Scanning original itemized receipts
ePay ensures the approval and certification requirements by requiring:
- Host approval (when required)
- Department Head approval
- Organizational approval (when required)
The list below provides steps and considerations to take when reporting Business meeting or Entertainment processed on a Purchase Order.
- PO should be marked "OK to Pay" in eBuy
- Be sure to select the appropriate expenditure type to guarantee appropriate routing
- Use appropriate accounts; 714140 business meetings/conference or 714160 Entertainment; Social with a Business purpose
- Click the box "This request is the Supporting documentation for a Purchase Order"
- Expenses should be recorded in the appropriate tab
- List all related expenses not tied to the event ID; i.e. recharge
- Mark "Y" if spouses or any family member is in attendance
- Attach all documentation; itemized receipt/invoice, guest list, dept. pre-approvals, written justifications for exceptions
- When the type of event requires the host approval and the Dept. Chair/Head is the Host, it must go the ORG for approval. If the Dean/VC is the Host, please attach the EVC approval
Using ePay for Purchase Order Backup
Listed below are instructions for using ePay for Purchase Order Backup: