Confirming or Goods Received Requisition / Direct Payment
Requests:
The Direct Payment of an invoice may be initiated by a department with
the preparation of an Invoice Control Document (ICD) when the goods and
services have been received and the department is ready to make
payment (invoices must be paid in compliance with the Kansas Prompt
Payment Act). The department should attach the invoice from the
vendor
and the Department Budget Officer must sign verifying receipt of said
goods and services. Direct Payments
should have the applicable invoice stapled to the back of the
ICD. Direct Payments requesting prepayment to a vendor must have
a proforma
invoice attached. Subscription renewals, membership
renewals,
and maintenance agreements should be considered confirming requisitions
to expedite payment of the invoices.
Confirming Purchase Order:
A Confirming Purchase Order is a telephone or fax confirmation of an
order to the vendor
using a purchase order number to expedite delivery. A purchase
requisition
must be prepared using the Banner Financial System and submitted to the
Office of Purchasing before a
confirming
purchase order will be issued. The Office of Purchasing is the
only
authorized office to assign purchase order numbers for confirming
purchase
orders. After obtaining approval from the Office of Purchasing,
if
the department making the purchase plans to call or fax the order to
the
vendor, they should indicate on the requisition the following: Confirming
telephone / fax order - Do not duplicate.
Revision Date:
August 20, 2009