I. INTRODUCTION & GENERAL GUIDELINES
A. The "Direct Pay" method of purchasing represents payment for goods or services which are ordered directly by a department and paid directly by Accounts Payable (for outside vendors) or through the internal chargeback process (for inter-departmental transactions).
B. Direct Pays must be properly authorized and should be tracked by the user department.
C. Purchases by the University, including those made via Direct Pay, are exempt from Missouri state and local sales taxes.
II. ITEMS ELIGIBLE FOR DIRECT PAY
A. Items eligible for Direct Pay include any goods or services ordered from outside vendors or from the Southeast Bookstore where the total cost per order is less than $500.
B. The following items are eligible for Direct Pay regardless of dollar value (e.g., the $500 limit does not apply).
III. ITEMS NOT ELIGIBLE FOR DIRECT PAY
The following items are not eligible for Direct Pay and must be ordered via a Purchase Requisition:
A. Goods or services (regardless of the dollar amount) which are ordered from state or University contracts.
B. Goods or services exceeding $500 except for those items listed in section II.B.
C. Computers, printers, telephones, copiers, copier maintenance, printing and copying services, fax machines, and office furniture.
D. Projected annual purchases of $3,000 or more for identical items. Departments shall not submit separate invoices for identical items which, when combined, exceed $3,000 annually. Competitive bidding through the Purchasing Department is required.
IV. DIRECT PAY METHODS
A. Direct Pay Rubber Stamp: To be used when an external invoice or form contains all the vendor information needed to process the payment.
B. Payment Voucher (External): To be used when an invoice, receipt, or other form does not contain all the vendor information needed to process the payment.
C. Payment Voucher (Internal): To be used for inter-departmental transactions which are not automatically posted through the accounting (ADVANTAGE) system.
D. Recurring Internal Chargebacks: Used for inter-departmental transactions which are automatically charged through the accounting (ADVANTAGE) system on a periodic basis.
V. INSTRUCTIONS FOR PLACING DIRECT PAY ORDERS WITH VENDORS
A. Contact vendor to order desired item(s). Ask if vendor requires a hard copy purchase order (if answer is yes, item cannot be ordered via direct pay and must go through Purchasing). Order should include item description, catalog number, price, color, quantity, size, and any other pertinent information.
B. Inquire whether the item is in stock or on back order, and anticipated delivery date.
C. Inquire how item will be shipped, whether shipping charges apply, if any discount is available, etc.
D. Provide vendor with a Direct Pay number (from Direct Pay log--see Attachment A).
E. Instruct vendor where to ship item. Be certain vendor includes Direct Pay number*, department name, mailstop, and name of requestor on shipping label.
Example: Southeast Missouri State University Sarah Steinnerd, Mailstop 2035, Purchasing Department, One University Plaza, Cape Girardeau MO 63701. Instruct vendor to send the invoice to the following address. Be certain vendor includes Direct Pay number on the invoice.*
Southeast Missouri State University
Accounts Payable, Mailstop 3250
One University Plaza
Cape Girardeau MO 63701
*The Direct Pay number MUST BE IDENTIFIED on all shipments and invoices to ensure that Central Receiving can deliver the goods and Accounts Payable can identify the invoices.
VI. DEPARTMENTS TO CONTACT FOR ASSISTANCE
Departments may contact the Purchasing Department (ext. 2202) or Accounts Payable (ext. 2073) with any questions concerning Direct Pay procedures. In addition, departments are encouraged to contact the following offices for technical assistance:
Computer hardware, software Computer Services and peripherals ext. 2217
Office and copier supplies Central Receiving 651-2998
Telecommunications needs Telecommunications ext. 2575
Printing and copying needs Printing & Duplicating 651-5999