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About our Topics
The following topics are provided as a convenience. It does not reflect the entire list of policies and procedures in place at UNLV. However, we have attempted to list all topics as they relate to the Accounts Payable Office.

If Policy or Procedure has been changed, and is not reflected on these pages, the most current approved document will be in effect. We will make every attempt to update these pages in a timely manner. If you find a topic that needs to be updated, or included, feel free to contact us.


Accounts Payable Topic: Check With Order

Description

What is a "Check-With-Order"?
UNLV requires that an approved purchase order is used for every order that we place.  However, there are occasions when a vendor may not accept a purchase order or P-card as a method of payment.  In most cases, a substitution of vendors can alleviate this problem.  Still, UNLV does allowed a check to be issued to the vendor as a prepayment when no other options exist.

What are acceptable reasons to issue a prepayment?

  • UNLV will not open an account with this vendor based on credit terms
  • a vendor needs to establish our credit worthiness before accepting future orders
  • the order form states that a check must accompany the order
  • our Purchase Order is returned with a request for prepayment

When should we not issue a prepayment?

  • the order has already been placed
  • the goods or services have already been provided
  • the vendor is going out of business
  • we have a contract or account with a suitable substitute vendor
  • the vendor has been placed payment hold
  • the vendor refuses to submit a vendor application
  • Accounts Payable does not approve the use of this vendor

If you feel that a check request is in order, please follow the procedure below.


Procedure


How to obtain a Check-with-order:

  • Verify that an approved vendor is being used
    • Review the data warehouse or contact A/P or Purchasing for a vendor code
    • For new vendors, a vendor application and W-9 will need to be on file
  • Obtain a price quote or order form
    • If not stated, verify that the vendor requires prepayment
    • Ask for a written price quote if an order form is not being used
    • Be certain to add shipping and handling charges when appropriate
  • Prepare your request on an approved requisition (RX) for PO generation and fund encumbrance
    • There is no monetary exception all CWO's must be requested by RX.
    • Attach the price quote or order form
    • Write your check disposition on the RX (include a name and phone number if someone is to be contacted)
    • DO NOT SEND ANY DOCUMENTATION TO THE VENDOR
  • Submit your request to Purchasing at least five business days before the check is needed
    • Leave time for Purchasing to process the request, and Accounts Payable to issue the check
    • Keep a copy of the documentation for your records
    • Emergency requests can not be made due to lack of planning
  • After five business days, verify that the check was issued
    • View the transaction records in Advantage
    • Contact Accounts Payable if you requested to be notified
  • For local vendors...
    • Take a copy of UNLV's tax exempt certification with the check
    • obtain a receipt for your transaction
    • return the receipt to Accounts Payable within five days of check issue

Some things to keep in mind:

  • UNLV is Nevada sales and use tax-exempt, regardless of method of payment
  • sale prices are usually in effect for one week - obtain a written quote to lock your price
  • the time to receive checks back varies - please allow at least five business days - after which, you may contact us on the check status
  • prepayment is a risk - verify that all other options are sought first
  • subscriptions, registrations, and memberships should be processed on a PV
  • new vendors must be approved before a check request can be processed - take this into consideration when you submit your PV or RX
  • the vendor must request prepayment in writing
  • if you need the check in less than five business days
    • try to negotiate with the vendor for a delayed payment
    • If the order is less than $500, consider paying out-of-pocket and then request a reimbursement on a Payment Voucher
    • obtain, both, Purchasing and Accounts Payable approval to expedite - departmental work load will be a determining factor 
  • unless you ask to hold the check, all payments and paperwork are mailed to the vendor
  • we can not send vendor checks through intercampus mail - if the check is not being mailed to the vendor, we need someone to sign for them
  • contact Accounts Payable or Purchasing for any clarification on these procedures

Disbursements Topic: Wire Transfers

Description

Requesting a Wire Transfer for the Purchase of Goods or Services...

Disbursements (and the Controllers Office) will only process wire transfers in exceptional cases.

    Before requesting a wire transfer, the requestor needs to determine whether the vendor/payee would accept a check in U.S Dollars (USD). If the vendor/payee will accept a check in USD as payment, a wire transfer is not appropriate.

    A wire transfer may be the more cost-effective solution in some instances when purchasing goods from a foreign vendor (in a foreign country) rather than requesting a Foreign Draft (a check drawn in the currency of the vendor).

    If the services are performed by a foreign vendor within the US, there may be Non-Resident Alien issues involved. Please call Debbie Kargard at 895-1143 before processing any document.

Insure you are contracting with a reputable contractor before processing a wire transfer request! Once it is sent, a wired payment cannot be stopped.


Procedure

How to initiate a Wire Transfer:

If a wire transfer is required by terms and conditions of contract for goods or services, do not prepare a LPO or a Requisition (RX) regardless of the cost. Any payment that will be accomplished via a wire transfer must be submitted on a Payment Voucher (PV) form:

    (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.

Departments are advised that, from receipt of the PV and its attached documentation, it will take a minimum of three (3) working days for Disbursements to complete the audit of the document and at least one (1) working day for General and Financial Accounting to prepare the wire. In addition, the time required for review by Purchasing will depend on prior coordination between the submitting department and the Purchasing Department.

The requesting department may call Linda Kim at 895-1142 to confirm that a wire transfer has been completed.


Some things to remember:

    It will take a minimum of three (3) working days for Disbursements to complete the audit of the document and at least one (1) working day for General and Financial Accounting to prepare the wire - (4) days minimum

    Wire requests will be submitted on a PV - unless the submitting department is an event center

    You may call Linda Kim at 895-1142 to confirm that a wire transfer has been completed

    Insure you are contracting with a reputable contractor before processing a wire transfer request! Once it is sent, a wired payment cannot be stopped

    Disbursements (and the Controllers Office) will only process wire transfers in exceptional cases

    Questions concerning using wire transfers to pay for goods or services should be addressed to the Disbursements Vendor Team at 895-1157

 
 
 
Related Topics
Notes:

You can reach the Travel Team by Phone:
(702) 895-1156

Or Fax:
(702) 895-1519

Contact us if you have any questions
 


   This page was last updated: Monday, 21-Mar-2011 12:10:51 PDT
 
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