All expenditures from University funds must be necessary, reasonable and directly related to the goals and mission of the University. Expenditures are subject to scrutiny by State authorities, sponsors, auditors and other interested parties. An individual's failure to adhere to these procedures may result in the individual being held liable for any unauthorized expenditure made.

The Expenditure Section: 4205 of the Financial Procedures Manual provides detailed guidelines to all activities of the University for payment of vendor invoices. This section does not apply to Payroll, Travel Reimbursements, or Moving and Relocation Expenditures.

Departments must follow procurement guidelines to obtain goods and services.

The general policy of the University is to apply Commonwealth's expenditure guidelines and limitations to all transactions irrespective of fund source. In accordance with the Commonwealth's Prompt Pay Act, in the absence of contractual terms, all payments shall be due 30 days after receipt of proper invoice or material/service; whichever is later.

Electronic Payment Vendors

Payable Processing and Prompt Pay Information

All expenditures from University funds must meet 3 criteria:

  • Be necessary
  • Be reasonable
  • Be directly related to the goals and mission of the University

What is required on ALL invoices?

  • Vendor Name/Address
  • Vendor Federal ID number or the Social Security # for individual
  • Vendor invoice number
  • Vendor invoice date
  • Description of goods and services
  • Amount being paid

Additional documentation required for purchases over $10,000

  • Procurement documentation
  • Receiving reports and bill of lading

What happens to an invoice in A/P?

  • The invoice is matched with any supporting documentation.
  • The invoice is faxed to the department.
  • If the invoice has no eVA PO, then it has to have an accounting voucher with it.
  • The department should contact A/P within 5 days if the invoice shouldn't be paid.
  • After 5 days, A/P calculates the due date and processes it for payment.
  • Payment is put into the PeopleSoft Finance System.
  • Payment is posted, journals are generated and information is sent to Richmond (CARS).

Prompt Pay

  • The Commonwealth’s Prompt Pay Act states that payment shall be due to a vendor thirty days after receipt of proper invoice or material/service, whichever is later.
  • Prompt Pay is one of the Management Standards each agency is rated on annually.

Improper Public Funds Expenditures

The following examples are a general guideline of items considered improper uses of public funds. However, any expenditure may be questioned.

  • Books for classes (unless they remain the property of JMU)
  • Snacks or refreshments
  • Baby sitting
  • Non-business related newspapers or magazine subscriptions
  • Lost or stolen personal items
  • Tuxedos or other formal wear
  • Clothing (non-uniform or repairs to clothing damaged in the work place)
  • Refrigerators, coffee makers, appliances for employee use

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