Rules for Purchase and Payment of Products and Services

1
Rules for Purchase and Payment of Products and
Services

• NYU School of Medicine

2
Purchasing Services
3
Purchasing Services SoM Purchasing Operations
Department

• Purchasing Services is located at Washington
  Square
• Purchasing Services Functions
• Review and approve requisitions
• Preparing bids and comparing quotes
• Placing orders with vendors
• Approve requisitions
• Set policies and procedures
• Review purchase requisitions for appropriate
  signature authorization
• SOM Purchasing Operations Department is located
  at 545 First Avenue, Room SC1-47 in Greenberg
  Hall
• Purchasing Operations Functions
• Resolve problems and address department concerns
  regarding policies and procedures
• Inform the School of Medicine of any changes to
  Purchasing Services policies and procedures
• Assist Purchasing with missing/incorrect
  information for the processing of requisitions
• Source of information for the School of Medicine
  and Purchasing Services

4
Purchasing Forms

• Small Dollar Order
• For products or services up to 1,000
• Please keep in mind the 1,000 limit when placing
  orders and include all charges that may apply in
  the estimated cost (ie shipping)
• Note Small Dollar Order Forms are a controlled
  form that are only distributed to Financial
  Officers such as Administrator, Financial Analyst
  or other individuals designated
  by the department head.

5
Purchasing Forms

• Small Dollar-Order Form Continued
• Has a Small Dollar-Order Numberon the form,
  and is used for products or services up to 1,000
• The SDO number is a contract between the SOM and
  the vendor
• Use the SDO form when a vendor refuses to ship an
  order without guarantee of being paid
• Make sure the vendor prints the SDO number on
  the invoice
• For SDOs, it is the responsibility of each
  department to process invoices for payment in a
  timely manner
• Billing address is your department address

6
Purchasing Forms continued

• Small Dollar Order Form Continued
• There are four copies to a Small Dollar Order
  Forms and they must be distributed as follows
• White (Original) Send/fax to the Vendor
• Yellow As soon as you place your order, YOU MUST
  send this copy to NYU Purchasing Services, 726
  Broadway, 2nd floor, New York , NY 10003
• Pink The department keeps until they receive the
  product or service and the invoice, attach the
  invoice to this form and send to NYU Accounts
  Payable place in one of the blue mailboxes
• Blue Department should retain for their records

7
Where to get Small Dollar Order Forms

• Small Dollar Order Forms are available from
  Purchasing Services
• Small Dollar Order Forms are distributed to
  Financial Officers only
• To obtain Small Dollar Order Forms, please
  contact Barbara Mormando at barbara.mormando_at_nyu.e
  du
• For more information please visit the Purchasing
  web site www.nyu.edu/purchasing.services
• The Purchasing Services web site can also be used
  as a guide for any questions you have regarding
  policies and procedures

8
Purchasing Forms

• Purchase Requisition Form
• Purchase Requisition must be used for any expense
  above 1,000, that requires a requisition
• For a list of products or services that do not
  require a requisition please see pages 20-23
  (products or services that do not require a
  Purchase Requisition are ordered by departments
  directly from the vendor and paid for using the
  Accounts Payable Business Payment Form or Payment
  to Individuals Form
• Purchase Requisition can be used for any expense
  above 300
• Purchase Requisitions are used to set up Purchase
  Orders and or Blanket Orders

9
Purchasing Forms

• Purchase Requisition Form continued
• The Purchase Requisition Form is used to set up
  a Purchase Order or Blanket Order
• Purchase Order (Non-Recurring Expense) -
  Purchasing approves the Requisition, places the
  order with the Vendor and issues a Purchase
  Order (PO) Number to the Vendor and Department
• Do not place an order using the Purchase
  Requisition Inquiry Number send the form to
  Purchasing Services and wait for Purchasing to
  approve the Requisition and place the order
  (Purchasing will e-mail a confirmation to the
  contact person when they receive the
  Requisition).

10
Purchasing Forms

• Purchase Requisition continued (Purchase Order
  (PO) continued)
• Once Purchasing approves the requisition,
  Purchasing will place your order with the vendor
  directly and send a copy of your PO via e-mail
• The shipping address is your department address
• The billing address is Accounts Payable 726
  MC1521, Broadway Avenue, 2nd floor, New York, NY
  10003

11
Purchasing Forms

• Purchase Requisition continued (Purchase Order
  (PO) continued)
• Please monitor the funds for all existing
  Purchase Orders
• To monitor funds for Purchase Orders use the
  Purchase Order Activity Report, available in
  e-Reports
• Payment of Purchase Order invoices if you
  receive the vendor invoice directly (in error),
  use the PO provided by Purchasing to process
  the invoice for payment through AP
• Check for payment status using the negative
  confirmation report, available on e-Reports

12
Purchasing Forms

• Purchase Requisition Continued (Blanket Order BO)
  
• Blanket Order (Recurring Expenses) - Purchasing
  approves the requisition, places the order with
  the vendor and issues a Blanket Order (BO)
  Number to the vendor and the department
• To set up a Blanket Order, write Blanket Order
  on the Requisition Form
• Monitor your departments expenses to determine
  which expenses are recurring and set up Blanket
  Orders for all such expenses

13
Purchasing Forms

• Purchase Requisition Continued (Blanket Order BO)
• When you place your order (for existing Blanket
  Orders) using your BO , ensure the following
• Provide your Blanket Order to the Vendor
• Make sure the Vendor includes your Blanket Order
  on all invoices
• Billing address is NYU Accounts Payable MC1521,
  726 Broadway Avenue, 2nd floor, New York, NY
  10003

14
Purchasing Forms

• Purchase Requisition Continued (Blanket Order BO)
• A Blanket Order must have the correct dollar
  amount
• To increase/decrease the dollar amount or change
  the chartfield of a Blanket Order, go to the
  Purchasing Services website download/print and
  complete the Change Order Form and fax or send to
  Purchasing Services
• A Blanket Order should not be increased by more
  than 20 of the original amount
• Remember to always provide an e-mail address on
  the Requisition Form

15
Purchasing Forms

• Purchase Requisition/Blanket Order continued
• Blanket Order Renewal process
• All Blanket Orders and Purchase Orders for
  Rental, Lease and Maintenance Agreements will not
  automatically renew at the end of the Fiscal Year
• Each department is responsible for renewing their
  Blanket Orders
• Purchasing will provide a copy of the blanket
  orders that will expire, with instructions on how
  to renew
• If your department does not follow the
  instructions and submit the forms by the renewal
  deadline, the department must set up a new
  Blanket Order

16
Purchasing Forms

• Purchase Requisition/Blanket Order continued
• Please monitor the funds for all existing
  Purchase Orders and Blanket Orders
• To monitor the funds for Blanket Orders use the
  Purchase Order Activity Report, available in
  e-Reports
• You may check for payment using the negative
  confirmation report, also available in e-Reports

17
Purchasing Forms

• Change Order Form
• Change Order form is used to increase or
  decrease the original dollar amount of a Purchase
  Order and/or Blanket Order
• To change the chartfield of a Purchase Order
  and/or Blanket Order
• The Change Order form is available on the
  Purchasing Services website (www.nyu.edu/purchasi
  ng.services)
• To process a CO download/print and complete the
  Change Order Form and fax it to Purchasing
  Services

18
Where to get Purchasing Services Forms

• Purchase Requisitions Forms can be obtained from
  Central Supply/Stapleslink.com (see pg 58 for
  additional information regarding Central
  Supply/Staples)
• Change Order Form is only available on the
  Purchasing Services website you may download or
  print this form
• Small Dollar Order Forms are available from
  Purchasing Services
• Small Dollar Order Forms are distributed to
  Financial Officers only
• To obtain Small Dollar Order Forms, please
  contact Barbara Mormando at barbara.mormando_at_nyu.e
  du
• For more information please visit the Purchasing
  web site www.nyu.edu/purchasing.services
• The Purchasing Services web site can also be used
  as a guide for any questions you have regarding
  policies and procedures

19
Purchase Requisition Exceptions

• For Products or Services where a Purchase
  Requisition is not required
• The department places the order with the Vendor
  directly
• The department processes payment for the product
  or service, using the appropriate Accounts
  Payable form (for additional information on
  Accounts Payable, see pages 31-50)
• Please refer to the attached (4 pgs.) for a list
  of products or services that do not require a
  requisition

20
Purchase Requisition Exceptions

• Advertisements
• Advisory Fees
• Annuitant Payments
• Books and Periodicals
• Cable and Television Bills
• Car Services
• Catering (when no contract required)

• Commission Fees
• Conference/ Registration Fees
• Conference Space (when no contract required)
• Courier Services
• Entertainment Tickets
• Insurance Payments

() Blanket Order may be established when ordered
on repetitive basis
21
Purchase Requisition Exceptions continued

• Legal Fees
• Mailing Lists
• Medical Billing Companies
• Membership Fees
• Permits
• Real Estate Purchases/Leases
• Refunds

• Reprints
• Subscriptions
• Approved Temp Service Agencies
• Test Materials
• Utility Bills (including Phone but not Pagers and
  Mobile Phones)

() Blanket Order may be established when ordered
on repetitive basis
22
Purchase Requisition Exceptions continued
Professional Services by Business Entity

• Send Purchase Requisition to Purchasing prior to
  using the professional services/ consulting
  company, if the contract is greater than 50,000
  UNLESS
• The Company has signed a University Consulting
  Agreement template and Legal Counsel has approved
  it, or
• NYU Legal Counsel has approved a signed agreement
• Appropriate approval by NYU School of Medicine

23
Purchase Requisition Exceptions continued
Professional Services by Individual

• Requests for payments on contracts greater than
  50,000 must include either
• A signed University Consulting Agreement template
  (approved by Legal Counsel), or
• A signed agreement, approved by NYU Legal Counsel
  
• Appropriate approval by NYU School of Medicine

24
Purchasing Services

• Purchasing Card The NYU P-Card is issued
  through Purchasing Services, it is a MasterCard
  issued by JP Morgan Chase. The P-Card is
  designed to cut costs by consolidating supplier
  invoices and by giving the cardholder the ability
  to order items without processing a Purchase
  Requisition and paying without completing an
  Accounts Payable Payment Form
• Purchases can only be made from approved vendors
  listed on the SoM Supplier list, available on the
  Purchasing Services website.
• The P-Card can be used for any expense under
  2,500
• The department is responsible for keeping all
  original invoices/receipts for auditing purposes
  (for detailed information , please visit the
  purchasing website).
• Purchasing Services Website www.nyu.edu/purchasin
  g.services.

25
Purchasing Services

• P-Card Continued
• If you are interested in obtaining a P-Card for
  your department, please visit the Purchasing
  Services website for information on maintaining
  the account and departmental responsibility. The
  website also provides training for those who
  apply for the P-Card.
• If you should still have questions or concerns,
  you may also e-mail Barbara Mormando, NYUs
  Purchasing Card Program Manager, at
  barbara.mormando_at_nyu.edu
• For detailed/additional information please visit
  the Purchasing web site www.nyu.edu/purchasing.ser
  vices
• Note The Purchasing Services web site can also
  be used as a guide for any questions you have
  regarding policies and procedures

26
Purchasing Services

• American Express Business Travel Account
• Amex BTA is a cardless account designed to
  capture all air/rail and lodging for your
  departments business conference, group, meeting,
  tours, recruits, and infrequent traveler use.
• With the BTA, you simply make your appropriate
  air, rail and/or lodging arrangements through the
  travel agency of your choice
• These charges are then billed directly to your
  account
• The department card holder (card administrator)
  will receive the statement, reconcile it, and
  process for payment through Accounts Payable.
  The payment must be process using the Business
  Payment Form (the original Amex statement must be
  attached
• The department is responsible for maintaining
  records of all original invoices/receipts for
  auditing purposes

27
Purchasing Services

• American Express Business Travel Account (BTA)
• Amex BTA continued
• To apply for the Amex BTA Account, complete the
  application (available on the Purchasing Services
  website) and fax it to Barbara Mormando,
  Purchasing Services at 212-443-0694
• The BTA cannot be used for car rental or
  restaurant charges
• For additional information regarding the BTA,
  please visit the Purchasing Services website at
  www.nyu.edu/purchasing.services

28
Purchasing Services

• American Express Travel Card
• Amex travel card is a corporate charge card
  that was designed to be used by employees for NYU
  travel and entertainment related expenses.
• Employees have the option of paying Amex charges
  directly (then seeking reimbursement) or
  submitting to NYU Accounts Payable for payment
  to Amex on their behalf.
• NYU will only pay Amex directly for charges
  related to travel entertainment
• NYU will not pay Amex directly for any charges
  that are not travel entertainment related, for
  non travel/entertainment expenses, employees
  must pay Amex directly then seek reimbursement
  from NYU
• The Amex travel card can be used for any expense
  under 2,500, as long as the charges adhere to
  NYU Purchasing Services policies
• The Amex travel card is a personal liability
  account

29
Purchasing Services

• Amex travel card Continued
• To process payment for expenses on a Amex Travel
  card, complete the Expense Reimbursement form and
  forward to Accounts Payable (for details on the
  Expense Reimbursement Form see pages 40-45)
• Employees have the option of splitting payment,
  getting reimbursed and paying Amex directly using
  the same Expense Reimbursement From (see section
  9 of payment form)
• If you are interested in applying for the Amex
  Travel Card, please visit the Purchasing Services
  website for detailed information
• If you require additional assistance, please
  contact Barbara Mormando of Purchasing Services
  (barbara.mormando_at_nyu.edu) .

30
Purchasing Services

• SOM has three mailboxes that can be used for the
  delivery of Purchasing documents, they are the
  Blue Mailboxes available in three different
  locations
• 530 First Avenue, 1st floor in the Medical Center
• 545 First Avenue, 1st floor in Greenberg Hall
• Old Bellevue Hospital, ground floor in the
  mailroom
• Never Deliver your expense forms directly to
  Purchasing, you have three options
• You can use one of the Blue Mailboxes, listed
  above
• Fax the forms directly to Purchasing Services
• Hand deliver directly to the SOM Accounts
  Payable/Purchasing operations department in
  Greenberg Hall, room SC1-47.
• Please note that Purchasing documents can be
  faxed , Purchasing does not require original
  documents

31
Accounts Payable Forms
32
Accounts Payable SoM Accounts Payable Operations

• The Accounts Payable department is located at
  Washington Square
• Accounts Payable Department Functions
• Process check/payment for all SOM payables
• Assist Vendors and Independent Contractors with
  all inquiries regarding payment information
  and/or resolving payment discrepancies
• Provide Customer Service to Employees/Students of
  SOM with payment issues and/or resolve payment
  discrepancies
• Provide Customer Service for questions regarding
  policies and procedures
• Review SOM forms to assure policies and
  procedures are being followed
• The Accounts Payable Operations department for
  the SOM is located at 545 First Avenue, Greenberg
  Hall room SC1-47
• Accounts Payable Operations Functions
• Ensure that all policies and procedures are being
  followed when payments and purchases are
  processed
• Review and log in all payment forms for tracking
  purposes, prior to sending to Washington Square
  for payment
• Provide training to SOM employees on the policies
  and procedures of Accounts Payable and Purchasing
  Services
• Resolve and address all problems and concerns
  related to AP and Purchasing

33
Accounts Payable

• Business Payment Form (BUS5000) Use this form to
  make payments to a business entity with a
  Federal Tax ID number (this form is available at
  the Controllers website for downloading or
  printing www.nyu.edu/cdv)
• Always include vendors Federal Tax ID number,
  especially if you are using the vendor for the
  first time
• Use this form when a PO is not required in
  advance of a purchase and you have the vendor
  invoice (for a list of products/services that do
  not require a Purchase Requisition see pages
  20-23)
• Please note, AP cannot issue a check prior to
  invoice date
• AP batches payments to vendors, if you need a
  single check for a specific invoice/payment, you
  must write single check or do not batch on
  the top right corner of the form

34
Accounts Payable

• Business Payment Form ( BUS5000) continued
• Enclosures option If you need documents mailed
  with the check, please mark the enclosure to be
  mailed with the check box, and make sure you
  submit a copy of the original documentation to be
  mailed with the check (AP will not make copies)
• Use the Enclosures option only for
• subscriptions,
• registration,
• conferences,
• any vendor that requires the enclosure be sent
  with the payment
• If the vendor has a unique invoice number the
  vendor doe not need a copy of the invoice, they
  can identify the payment by the invoice

35
Accounts Payable

• Business Payment Form (BUS5000) continued
• Hold For Pickup Option
• AP Washington Square will not distribute checks
  directly to SOM Employees/Students or vendors
• All checks are delivered to SOM Bursars Office
  for distribution
• In special circumstances, AP returns checks to
  SOM for distribution
• Bursars Office will contact you when the check is
  ready for pick up
• Use the Hold For Pick-up option only in the
  following cases
• Patient refunds
• Hand delivery of payment
• If using the Hold For Pick-up option
• Please be sure to provide full name and phone
  number of the employee to be contacted when the
  check is ready for pick up.
• Employee picking up the check must have NYU
  identification.
• Please note this adds additional time to the
  payment process

36
Accounts Payable

• Business Payment Form (BUS5000) continued
• Please review the following prior to submitting
  to AP
• Original invoice/document is attached
  (statements, quotations, packing slips,
  acknowledgements and sales orders are not
  acceptable documentation)
• Original approval signature
• Name of approver is legible
• Complete and valid chartfield is provided
• If you select hold for pick-up provide full
  name and complete phone number for contact when
  check is ready for pick-up
• If you select enclosure to be mailed make sure
  you provide an extra copy
• Note If original invoice/document is not
  available you must attach a memo or write a note
  in the description section of the form explaining
  the reason why the original is not available, in
  this case you must submit a copy of the original
  invoice/document supporting the expense

37
Accounts Payable

• Payment to Individuals Form Use this form to
  make payments to individuals who are not
  employees or students of NYU (this form is
  available for downloading or printing at the
  controllers website ( www.nyu.edu/cdv)
• Examples of Professional Services to be paid for
  using this form
• Consultants
• Independent Contractors
• Reimbursements to volunteer, perspective
  employees/students
• For Minor Services, Royalties and Awards
• This form can also be used for payment to
  employees/students of NYU for minor services not
  related to their current position (services are
  deemed minor if they dont exceed 600 in the
  calendar year/as a one time payment )
• Royalties
• Awards
• Always include the payees social security number
  and home address (they must be identical to the
  information on the invoice)

38
Accounts Payable

• Payment to Individuals Form Continued
• Documentation Requirements
• Original invoice/document must be attached to the
  Payment to Individuals Form. If the original is
  not available copies are acceptable as long as
  they are legible and include a memo or note in
  the description section of the form explaining
  why the original invoice/document is not
  available.
• For independent contractors, expense
  reimbursements must be supported by original
  invoices or receipts copies are acceptable if
  they are accompanied by a memo explaining why the
  originals are not available (if there is no
  documentation to support the expense, NYU cannot
  reimburse for those expenses). Expenses
  reimbursed off of copies of receipts/invoices
  will be reported as income.
• The Payment to Individuals Form is a two part
  form when/if payment for services exceed 3,000
  in a calendar year. In such cases the payee must
  also complete and sign the Independent
  Contractors Questionnaire (IND4000A), see next
  page for additional details.

39
Accounts Payable

• Payment to Individuals Form (IND4000) and the
  Independent Contractors Questionnaire (IND4000A)
  continued
• Independent Contractors Questionnaire (IND4000A)
  Use the Independent Contractor Questionnaire Form
  (IND4000A) when the payment amount will exceed
  3,000 in the calendar year. In such cases the
  you would complete the Payment to Individuals
  Form , and the payee would complete and sign the
  Independent Contractor Questionnaire as
  supporting documentation
• Independent Contractors Questionnaire
  Requirement
• For every payment request (which exceeds the
  3,000 in the calendar year) you must attach a
  copy of the original IND4000A
• Please keep one on file
• An NYU representative is NOT required to sign the
  IND4000A

40
Accounts Payable

• Payment to Individuals From (IND4000) continued
• Please review the following prior to submitting
  to AP
• All sections of the form are completed
• Original invoice/receipt is attached
• Social Security number is provided
• If the payee is not a US citizen or permanent
  resident, include the Alien information form
• Please make sure the answer you have chosen for
  type of payment matches the type of payment you
  are processing
• If you select hold for pick-up please provide
  name and number to be contacted when check is
  ready for pick-up
• Include the Independent Contractors Questionnaire
  (IND4000A) if the payment amount is over 3,000
  in the calendar year
• If original invoice/document is not available
  you must attach a memo or write a note in the
  description section of the form explaining why
  the original is not available

41
Accounts Payable

• Expense Reimbursement Form
• Use this form for the following
• To reimburse an employee or student for a
  business expense
• To validate use of funds received with the
  Request For Advance Form after the trip occurs
  (Reconcile an Advance)
• This form can be used for reimbursing the
  employee directly or for paying the Amex Travel
  Card
• The cardholders name should always be indicated
  in the payee section
• Payments can be split between the employee and
  Amex, the employee can be reimbursed as well as
  make payment to the Amex Travel Card , using the
  same Expense Reimbursement Form (see section 9 of
  the Expense Reimbursement From)
• Payments to American Express should be indicated
  in Section 9e
• Payments to the employee should be indicated in
  9d
• If total expense is for 150 or less, cash can be
  obtained and processed at the Cashiers office

42
Accounts Payable

• Supporting Documentation for expense
  reimbursements
• Adequate Documentation for Expense
  Reimbursements
• Always attach original invoices or receipts
  produced by the organization providing the
  product or service (hotel bills, airline receipt,
  etc.) -- you do NOT need to attach credit slips,
  copies of checks, etc.
• Inadequate Documentation for Expense
  Reimbursement
• Credit card slips/statements or copies of checks
  are NOT adequate documentation alone NOR ARE THEY
  REQUIRED FOR REIMBURSEMENT
• Missing/Inadequate Documentation Form
• Use this form when you are requesting
  reimbursement for expenses not supported by
  original receipts/invoices (such as copies)
• If adequate documentation is not available (not
  even copies), in this case you should attach
  credit card slips/ statements to support your
  expense
• The payee/employee must complete, sign and attach
  the Missing/Inadequate Documentation Report to
  the Expense Reimbursement
• This form is to be used only by NYU employees
  requesting expense reimbursement

43
Accounts Payable

• Expense Reimbursement Form (EXP2000) continued
• Travel and Business Meals There are two forms
  that must be completed and submitted with the
  Expense Reimbursement form when the Expenses are
  for Travel and/or Local Business Meals.
• Travel Expense Expense Breakdown Sheet-Travel (
  EXP2000T)
• Local Business Meals Expense Breakdown
  Sheet-Meals (EXP2000M)
• When expenses reimbursements are for Travel,
  the Expense Reimbursement Form must include the
  Expense Breakdown Sheet-Travel (EXP2000T), state
  purpose of trip, departure and return date, as
  well as all expenses in the appropriate section
  of the Breakdown Sheet
• When expenses are for Local Business Meals and
  Entertainment, the Expense Reimbursement Form
  must include the Expenses Breakdown Sheet -Meals
  (EXP2000M), state the nature of the business
  expense and attendees

44
Accounts Payable

• Supporting Documentation for Travel and Local
  Business Meals Expenses
• For federal auditing purposes, AP requires that
  an ORIGINAL ITEMIZED RECEIPT produced by the
  organization providing the products or services
  be attached to the request for reimbursement
• Online Purchase Print page confirming purchase
• Hotel Final detailed printout of charges
• Airline Ticket stub or e-ticket confirmation
  page
• Restaurant Detailed printout of all food and
  beverages
• Ensure that alcohol portion of the receipt is
  itemized alcohol must be separated for auditing
  purposes
• If paying using a federal grant fund, assign the
  alcohol portion of the invoice to a separate
  (non-federal) fund number

45
Accounts Payable

• Travel and other Business Related Expenses using
  Forms EXP2000, EXP2000M EXP2000T
• Please review the following for non travel
  expenses before submitting for payment
• All invoices/receipts are original
• All sections of the form are completed
• A valid and complete chartfield is provided
• For local business meals, please provide itemized
  receipt, purpose of meeting and names of
  attendees on the EXP2000M
• Assure that alcohol is not charged to a federal
  fund

46
Accounts Payable

• Travel and other Business Related Expenses using
  Forms, EXP2000, EXP2000M EXP2000T continued
• Please review the following for travel expenses
  before submitting for payment
• All invoices/receipts are original
• All sections of the form are completed
• A valid and complete chartfield is provided
• Hotel bill is the final detailed print out
• All foreign charges are converted into US dollars
  on the actual invoice/receipt
• Business meals are itemized and alcohol portion
  is not charged to a federal fund
• The EXP2000T is completed and attached

47
Accounts Payable

• Request for Advance Form (ADV3000) Use this form
  to request an advance for NYU employees for
  anticipated business expenses
• An advance can be paid to the employee or to
  American Express on behalf of the employee
• All advances must be reconciled within 30 days
  from the return date of the trip, using the
  Expense Reimbursement Form (EXP2000)
• Payments to American Express should be indicated
  by marking the appropriate box the cardholders
  name should always be indicated in the payee
  section
• An advance cannot be paid to a student,
  employees only

48
Accounts Payable

• Request for Advance Form continued
• Dollar Thresholds
• Travel/Amex Cash Advance 500 per week maximum
  no backup documentation required
• There are no cash advances for non travel-related
  expenses
• For non-cash items, can be greater than 500 per
  week for travel if airfare, hotel, etc. is paid
  in advance must attach backup/supporting
  documentation
• Please process Request for Advance Form at least
  two weeks prior to departure date

49
Accounts Payable

• Miscellaneous Employee Expense Reimbursement
  Travel Information
• For lodging, meals, and gratuities the University
  will reimburse a maximum cost of 350 per day.
• Fixed daily allowance in lieu of actual cost for
  meals and tips cannot exceed the maximum
  allowance of 50 per day/Per diem rate (you must
  be consistent thorough out the trip)
• Business mileage rate/personal auto use, is 40.5
  cents per mile (includes auto use and gas)

50
Accounts Payable

• Miscellaneous Employee Expense Reimbursement
  Travel Information
• For rental cars, you may be reimbursed for the
  expense of renting and for the gas (per original
  receipt, cannot also claim the 40.5 for personal
  auto use when renting a car)
• Airfare must be coach or economy class,
  exceptions can be granted only in situations
  where because of health or other circumstances,
  circumstance must be summarized in a memo.
• Must use domestic carriers only.
• Alcohol must be charged to a separate account
  (alcohol account)
• Alcohol cannot be charged to a Federal Grant
  fund

51
Accounts Payable

• Electronic Payment Authorization Form (EFT5000)
• This form is used to authorize the NYU Accounts
  Payable Department to deposit Business Expense
  Reimbursements directly into your account at a
  qualified financial institution.
• Electronic Payment Authorization Form is for NYU
  employees only.
• This form, as well as all the necessary
  information, is available at the controllers
  website at www.nyu.edu/cdv

52
Where to get AP Forms

• AP has made all payment forms available via the
  Controllers website.
• Controllers website www.nyu.edu/cdv
• The NYU Controllers Division web site, can
  also be used as a guide for any questions you
  have regarding Accounts Payable policies on all
  business expenses.

53
Additional Rules for Purchase and Payment of
Products and Services
54
Bill To/Ship to Addresses

• For Purchase Orders and Blanket Orders, the bill
  to address is NYU Accounts Payable MC 1521, 726
  Broadway, 2nd Floor, New York, NY 10003
• For Small Dollar Orders the bill to and ship to
  address is the department address
• For all products or services that will be paid
  using the Business Payment Form or Payment to
  Individuals From, the ship to and bill to address
  is the department address

55
Managing Credits

• When you have overpaid a vendor for a given
  payment period, do NOT accept a credit
• Instead, the vendor should issue a refund check
  to your department
• or send a credit memorandum to Accounts Payable
• When you have underpaid a vendor
• The vendor should issue a new invoice to your
  department for the unpaid amount, the new invoice
  must have a new unique/different invoice number

56
Approval and Authorization

• An individual with signatory approval over the
  charged fund must sign-off on all purchasing and
  payment forms before processing
• Employees must complete a new signatory
  authorization form each new fiscal year
• The approval signature must always be an original
• The payee signature must always be an original on
  the Expense Reimbursement form
• Approvers should NEVER pre-approve blank forms

57
Miscellaneous Accounts Payable Information

• Accounts Payable Document Delivery
• Never deliver your expense forms directly to AP
  Purchasing and Payment forms should be mailed
  using the blue mailboxes
• There are 3 blue mailboxes, located at
• 530 First Avenue on the first floor in the
  Medical Center, 1st floor
• 545 First Avenue Greenberg Hall, 1st floor
• Old Bellevue Hospital, Ground floor in the
  mailroom
• Never deliver your AP documents through
  interoffice mail.
• You may hand deliver AP documents to SoM
  Finance/AP Operations Department located at
  Greenberg Hall, 545 First Avenue, Floor SC1, room
  SC1-47

58
Computer Purchases

• Computers cannot be purchased using personal
  funds, they must be purchased through Purchasing
  Services or NYU Computer Store..
• Dell Computers Must be purchased through
  Purchasing Services
• Using the Purchase Requisition or
• Using the P-Card
• Apple Computers Must be purchased through the
  NYU Computer Store.
• Using the Departmental Requisition Form, the form
  can be found on the web at www.bookstores.nyu.edu/
  computer.
• You can fill this out on your computer and fax or
  e-mail it to the Computer Store. The fax number
  is 212/995-3779. The e-mail address is
  computer.store_at_nyu.edu.

59
NYU Interoffice Forms Envelopes

• Corporate Express (Standard Register) forms must
  be ordered through Natalija Shkreli.
• Employee Requisitions,
• Plant Maintenance Service Request,
• Interdepartmental Order Invoice (IOI) forms,
• Attendance Forms,
• Request for Vacation Paycheck forms, etc.
• The Forms listed above cannot be order directly
  from Corporate Express.
• Please continue to use the Forms Management
  Requisition form and indicate
• Cuffs chartfield information (Fund, Area,
  Organization, Object/Sub-Object)
• Department Shipping Address
• Department Contact Information
• Quantity of Forms
• Please fax the completed form to Natalijas
  attention, at 263-5954.

60
Office Supplies

• Central Supply/Staples Business Advantage
• All office supplies must be purchased through
  Central Supply/Stapleslink
• The Central Supply Department is responsible for
  providing
• stationery supplies
• copier and computer supplies
• business electronics
• New York University stock forms
• All are deliverable within 24 to 48 hours.
• To obtain a Stapleslink application or additional
  information please visit their website at
  www.nyu.edu/central.supply/

61
e-Reports

• There are four reports available on E-Reports
  these reports can be very useful in helping you
  manage your, Purchases and, Payments.
• Invoice/Payment Inquiry Reports Provides
  details for each payment request logged into the
  AP system (link provides three reports)
• Unpaid AP Documents
• Outstanding Accounts Payable Advances
• Accounts Payable Advance Detail (Open and Closed)
• Checks Issued Report Shows all checks issued by
  Accounts Payable
• Negative Confirmation Report Shows all
  PO/BO-related invoices scheduled to be paid only
  includes invoices sent to AP directly from the
  vendor invoices will appear on report for 15
  business days before the it is paid
• Purchase Order Activity Report For each PO
  number, this report shows the original amount
  requested, the amount used to date, and the
  remaining available funds

62
e-Reports

• e-Reports continued
• e-Reports are very useful for retrieving Accounts
  Payable and Purchasing Services processing
  information and reports, such as the reports
  listed on page 52.
• If you would need access to e-Repots, please
  speak to your supervisor
• For e-Reports training, please contact Narcisa
  Sierra at narcisa.sierra_at_med.nyu.edu

63
Where to Go for Help

• AP and Purchasing are committed to assisting you
  with problems that arise in the purchasing and
  payment process
• All purchasing questions and issues should be
  directed to NYU Purchasing Services at 998-1030
  or the Purchasing web site (www.nyu.edu/purchasing
  .services)
• All payment questions and issues should be
  directed to NYU Accounts Payable Department at
  998-2990, cdv.apcs_at_nyu.edu or the AP web site
  (www.nyu.edu/cdv)
• Recurring and/or urgent problems can also be
  directed to Natalija Shkreli at
  natalija.shkreli_at_med.nyu.edu and/or Fran
  Caracappa at fran.caracappa_at_med.nyu.edu for
  resolution.