Purchasing
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Assign to separate people the duties of entering purchase requisitions online and reconciling transactions to the Budget Activity Reports (BARs). |
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Purchase must be approved by an authorized individual. |
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Ensure disbursements are supported by appropriate documentation which includes purchase authorization, original invoices, and evidence that goods and services were received prior to payment. |
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Do not use signature stamps to authorize transactions. |
References:
Purchasing – Who Can Purchase?
Procard
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Monitor procard transactions to ensure users do not split purchases to avoid exceeding the transaction limits and competitive bid requirements.
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Establish procedures for issuing and cancelling procards. |
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Monitor procard transactions to ensure appropriate use. |
References
UW ProCurement Card Services
Petty Cash and Revolving Funds
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Separate the custodian’s duties so that no one person has custody of the fund, approves reimbursements, and reconciles the bank statement. |
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Retain voided or cancelled checks. |
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Perform annual unannounced fund verifications. |
References:
Financial Services – Revolving Funds
Telephone
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Obtain separate UWATS authorization codes for each employee. |
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Promptly activate and deactivate UWATS authorization codes. |
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Review billings to ensure long distance system is used for University business only. |
References:
UW Alternative Toll Service (UWATS)
Travel
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Ensure that travel expense vouchers (TEVs) are signed by supervisors or a designee who does not report to the claimant. |
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Obtain conference brochures or agendas to ensure per diem is not claimed for meals included in conference fees. |
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Ensure that out-of-state and foreign travel is properly authorized in advance when required. |
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Purchase airline tickets only from state contract internet providers and travel agencies or directly from the airlines. |
References:
General Travel Policies
Travel at University of Washington
