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Financial Policies Training: Small Dollar Invoice Payment (2.1.8) Effective: May 17, 2010 These PowerPoint slides are intended for training purposes. In the event of any discrepancy or interpretation difference between the policy and the slides, the policy dictates. Agenda

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Financial Policies Training:Small Dollar Invoice Payment (2.1.8)Effective: May 17, 2010


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These PowerPoint slides are intended for training purposes.

In the event of any discrepancy or interpretation difference between the policy and the slides, the policy dictates.


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Agenda

  • Small Dollar Invoice Payments

    • What are they?

    • When are they allowable?

    • Other considerations

  • Initiating, Approving, Processing

    • Organizational unit steps

    • Accounts Payable

    • Special arrangements

  • Policy Violations

  • Resources


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Small Dollar Invoices

What are they?

  • Payment method within UC Flex

  • Real-time

  • Used to pay vendors

    • for the purchase of goods/services

    • $300 or less

  • Not used to pay individuals (including employees)


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Small Dollar Invoices

When are they allowable?

  • Invoices/prepayments of $300 or less

  • P-card can’t be used

    • Vendor doesn’t accept

    • P-card restriction on good/service

  • Vendor is not on university term contract

  • Doesn’t warrant a purchase requisition

    • Anticipated total annual expenditure for goods/services less than $3,000

  • Item is not: lab animal, radioactive materials, weapons, ammunition, hazardous materials, select biological agents, prescription drugs or controlled substances


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Small Dollar Invoices

Other considerations:

  • The UC Flex transaction may be restricted to select org units within a VP or Provostal area

  • Pyramiding is not permitted

    Pyramiding charges—The use of split transactions in an

    attempt to break purchases into smaller dollar amounts and

    thereby circumvent established limits.


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Initiating, Approving, Processing Small Dollar Invoice Payments

Org unit steps

  • Complete “Small Dollar Invoice Authorization” Form

    • Initiator and reviewer/approver cannot be the same person

    • Reviewer/approver should not be subordinate to initiator if possible

  • Process transaction in UC Flex

    • SDI Direct Processor role

    • UC Flex document number recorded on top of the form

    • Invoice marked “PAID”

  • Documents to be kept in the org unit

    • Small Dollar Invoice Authorization Form with UC Flex document number

    • Invoice (original or copy marked “PAID”)

    • Any other supporting documentation

  • No need to contact or send anything to Accounts Payable unless special arrangements needed


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Initiating, Approving, Processing Small Dollar Invoice Payments

Accounts Payable

  • Pays the small dollar invoice

  • Within two business days from org unit posting in UC Flex

  • Check (only*) mailed to vendor*

    *unless special arrangements


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Initiating, Approving, Processing Small Dollar Invoice Payments

Special Arrangements

  • Required documents must accompany check to vendor

    • Org unit must contact Accounts Payable (AP)

    • Org unit sends documents required to accompany check to AP along with the UC Flex document number

  • Check to be forwarded to org unit (instead of mailed to vendor)

    • Org unit must contact AP and provide name of “org unit contact” to receive check

    • “Org unit contact” should be someone other than the initiator and the reviewer/approver


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Small Dollar Invoice Payment Payments

Policy Violations

  • UC Flex role removed

  • Potential administrative/disciplinary action

  • Personal or non-university uses

    • Referred to Internal Audit

    • Reimburse the university


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Resources Payments

  • Financial Policies web site, www.uc.edu/af/policies,for

    • (under Financial Policies Documents) Small Dollar Invoice Payment (2.1.8)

    • (under Forms) Small Dollar Invoice Authorization Form

  • Policy questions e-mail:[email protected]


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