OVERVIEW
When regular purchasing procedures are not feasible, a University employee and her or his department may process a confirming purchase. A confirming purchase should be used as an exception only. See the tables in 70.01 for a list of purchasing procedures which must be considered before initiating a confirming purchase.
PROCEDURE
Purchasing Services Prior Approval
Call Purchasing Services to obtain verbal prior approval before making the purchase. A Purchasing Services buyer reviews the circumstances and advises the employee.
Personal Responsibility
Occasionally a transaction occurs without appropriate prior approval. Without Purchasing Services' prior approval and approval from the employee's department, the employee is personally responsible for the purchase. The employee remains personally liable until both the employee's department and Purchasing Services have approved the purchase. This is true regardless of the source of the funds.
Employee Reimbursement
If the employee pays for the item and seeks reimbursement:
- Prepare a State of Washington Invoice Voucher. (See 30.45.)
Itemize the product or service purchased.
Include a detailed description of the circumstances that required the use of this exceptional procedure. If Purchasing Services' verbal prior approval has been obtained, indicate the name of the buyer who authorized the purchase and the date of that authorization.
Conspicuously label the invoice voucher "Confirming Reimbursement."
- Indicate the name, home address, and WSU ID number of the employee purchaser under Vendor or Claimant.
- Obtain the employee's signature under Vendor's Certificate.
- Obtain an authorized signature:
In academic departments, the chair, dean, or a responsible administrator above the dean indicates approval of the purchase by signing under Authorized Signature.
In nonacademic departments, the director, area finance officer, or or a responsible administrator above the director indicates approval of the purchase by signing under Authorized Signature.
NOTE: A University employee may not authorize reimbursement to himself or herself. When the chair, dean, director, or area finance officer is seeking reimbursement, the invoice voucher must be signed by his or her supervisor.
If the expenditure is supported by an account in program 17A, include appropriate justification and approval. See 70.33.
- Attach the receipt, canceled check, bank card slip, bank card statement, or other record indicating that the employee paid the vendor.
- Submit the documents to Purchasing Services.
Payment to Vendor
If WSU is to pay the vendor for a product or service:
- Upon receipt of the vendor's invoice, prepare a Departmental Requisition. (See 70.10.)
If Purchasing Services' verbal prior approval has been obtained, indicate the name of the buyer who authorized the purchase and the date the approval was obtained.
Describe the circumstances that required the use of this exceptional procedure under Description.
Conspicuously label the requisition "Confirming Requisition." Under Dept. Price Source, indicate "Invoice Attached."
- Obtain appropriate departmental approval.
If the expenditure is supported by an account in program 17A, include appropriate justification and approval. See 70.33.
Submit the documents to Purchasing Services.
Purchasing Services
If a Purchasing Services buyer has already approved the purchase, Purchasing Services forwards the documentation to Accounts Payable for payment.
If the transaction occurred without prior approval, Purchasing Services reviews the justification and circumstances. If the purchase is appropriate, a buyer approves the purchase and forwards the documents to Accounts Payable for payment. If the purchase is not approved, the buyer returns the requisition or invoice to the employee via the department.