(For event centers: a PV is not needed for wire transfer requests involving wiring funds collected as part of the organization's ticket sales when they have rented the facility.)
In the Document Text field on the PV enter and highlight the words "WIRE TRANSFER". Based on the amount to be wired, the following documentation will be required by the Purchasing Department:
$4,999 or less: one written quote is required.
Between $5,000 and $9,999: two written quotes are required.
$10,000 or more: Contact Purchasing (x3521) before submitting the PV.
When a request for a wire transfer is submitted, all documentation pertaining to the purchase needs to be attached to the PV. This includes but is not limited to:
An IRS Form W-9 completed by the vendor/payee. This is not required if the goods or services are being purchased from a foreign vendor in a foreign country.
A copy of the fully executed contract for services. The requirement for wiring funds should be already part of this contract. (If the vendor does not require a wire transfer, then a RX needs to be submitted to Purchasing.)
A copy of the completed order form for goods or a copy of the invoice that indicates the order needs to be paid via wire transfer. (If the vendor does not require a wire transfer, then either a LPO should be issued or a RX needs to be submitted to Purchasing.)
A copy of the written quote(s).
Complete wiring instructions from the vendor/payee. (These should be also part of the executed contract.)
The PV and the attached documentation need to be sent to Disbursements (Mail Sort 1053). Once received by Disbursements, the PV and its attached documentation will be audited for content and completeness. This audit will include but is not limited to:
the documentation cited above
correct Object and Sub-Object Code
and funds availability in the account cited
If any of these audit items are missing or incomplete, the PV will be returned to the submitting department without action citing specifically what is missing or incomplete.
If required, the PV and its attached documentation will be sent to Purchasing for vendor code entry, contract review, and approval.
Once approved, the PV will be entered into the Financial System for $0.00. The amount of the wire will be indicated in the Description field of the PV.
After the PV is entered in the Financial System, Disbursements mark the PV as processed and will make a copy of the PV and its attached documentation. The copy will be given to the Director of General and Financial Accounting to wire the funds.