Budget and Funding

Expenditures

Primary Money Payment Method: Purchase Requisitions
The Purchase Requisition (PR) is a document that allows you to purchase items at a business that accepts this charge document. The PR is not a check, but an authorized document that is approved for a specific amount, to a specific vendor. With the return of the PR, and an invoice from the vendor, a payment is then made through the university financial information system. A PR is issued for every purchase your organization makes. In that the PR is a charge document, it is at the discretion of the vendor to accept it for any purchase you may make.

Here is a list, at present, of vendors that accept purchase requisitions in Corvallis:
Albertson’s
Bi-Mart
Creative Crafts
Fred Meyer $15.00 minimum
Kinko’s
Kmart
OSU Book Store
Robnett’s Hardware
Rice n Spice
Spaeth Lumber
Special Occasions
Sysco Foods

**Note this list is subject to change**

**If a vendor you are hoping to use is not on this list, contact the vendor directly to check if they will accept a PR. Do this before you go to the vendor and attempt to make a charge with a PR**

On Campus: all departments accept PR’s - Memorial Union, Printing & Mailing, etc.

Expenditures - Secondary Money Payment Methods: University Purchase Order, Pro Forma Invoice/Cash to Accompany Order, Reimbursement, and Funds Held in Trust Account

Vendor’s outside of Corvallis: they are less likely to accept a purchase requisition for items you are hoping to buy. As above, check with the vendor before you attempt to make a purchase with them.

If you are in need of items from a particular vendor, and they will not accept a PR, there are a few options available. Most vendor’s require payment at the time items are purchased from them. This can be done One of 4 ways.

University Purchase Order
Some vendor’s will accept an official University Purchase Order for items you wish to purchase. This document is different than a purchase request (see Curt Black for the creation of a PO, there are several steps to create one), but works in the same way - it allows you to make a charge for items needed.
Pro Forma Invoice/Cash to Accompany Order
One way is to have the vendor provide a pro forma invoice well in advance of when you need the items (at least 3 weeks). This is an invoice which shows who you are to pay, a detailed list of the items your are to purchase, and the amounts for each item. With this information a cash to accompany order is processed through the university system, with a check being sent directly to the vendor. **Remember this takes time to complete so allow as much time as possible**

If the vendor will not accept a purchase request, a university purchase order, and cannot provide a pro forma invoice for the items you seek there are two alternatives which require a reimbursement be made. **Both of these options require prior approval by the treasurer of your organization, and the Educational Activities Advisor (Curt Black 737-6260, MU East 158). This is to insure that the items you are wishing to purchase are allowable and can be reimbursed**
Reimbursement
One option is for you to purchase the items directly and seek reimbursement afterward.
This should only be done for vendor’s that will not accept a purchase request. To get reimbursed you must submit a detailed invoice, showing who you paid (vendor), the items you purchased, and the amounts paid for each. If the invoice (receipt) does not show this detail you will be required to provide it on the invoice you are submitting.

This information is combined with a university reimbursement form(filled out by the person seeking reimbursement) and is processed through the university system. Be aware this process can take weeks to accomplish, thus you may be waiting for your reimbursement for some time.
Funds Held in Trust Account
Use of your Funds Held in Trust account at the Memorial Union Business Office: If your organization has an account at the MU, you may request money (in the form of cash) from your account by filling out a Disbursement Request. You may use the cash to pay a vendor directly, or may purchase a money order in the basement of the OSU Book Store, for the transaction. When you fill out the disbursement request, be sure to indicate what you are withdrawing the money for, what event it is for, and who you will be paying (vendor).

After you have made the purchase with the vendor, you will need to submit the invoice/receipt just like a personal reimbursement, showing what you purchased, who you paid, and the amount paid for the items. The invoice is submitted with a copy of the disbursement request and a purchase request documenting the reimbursement of the organization’s funds held in trust account. A correction (reimbursement) is then transacted through the university system.

***Remember these are only simple descriptions of how the transactions work. Please contact you treasurer or the Educational Activities Advisor (Curt Black 737-6260, MU East 158) far in advance of when you need to purchase items.***