Guidelines for using Direct Payment Form

1. Guidelines for using Direct Payment Form Accounts Payable Updated 2/1/2012

2. Table of Contents • General Guidelines (Page 1 of 2) • General Guidelines (Page 1 of 2) • Direct Payment Form List (Page 1 of 2) • Direct Payment Form List (Page 2 of 2) • Any Questions?

3. General Guidelines (Page 1 of 2) • Departments may acquire the items and services included in the following Direct Payment (DP) list without prior Procurement Services approval. • The Direct Payment Guidelines are meant to direct Planning Units appropriately.

4. General Guidelines (Page 1 of 2) • Purchase Order • Most goods and services are subject to bid limits as follows if the total purchase volume for all of the university for a fiscal year will exceed these thresholds: • Goods - $25,000 • Services - $50,000 • Construction - $50,000 • All Bid items require a purchase order • Purchasing Card • A university Purchasing Card (PCard) should be used for small amounts whenever possible and is preferred, unless the purchase is specifically excluded by policy or the Purchasing Grid. • Direct Payment (DP) Form • When the use of a Purchase Card is impossible or impractical, Direct Payment forms may be submitted for the after-the-fact payment of the obligation assumed. • NEVER attach a Purchase Order Invoice to a Direct Payment Form for payment. If you are in receipt of a Purchase Order Invoice, make sure the Purchase Order number is on the invoice (please write it on the invoice if needed), mark it “OK to pay” with your signature, and forward it to the Accounts Payable office for payment.

5. The following list can be used as a guide for initiating direct payments (Page 1 of X): • Awards – employee cash awards and student awards. • Certification – required certification, inspection, and / or licensing fees. • Copies – copying, reprints, and duplication; reports and internship papers; transcripts and diplomas. • Honoraria and related expenses (gifts on foundation funds only!) • Insurance policy premiums and mutual health fund payments. • Legal settlements and associated costs (authorized for the Office of Legal Affairs, Legal Council, Special Legal Items, and Vice President for Finance area only). • Officials for the athletics events (ICA only). • Postage – payments made to the Postmaster for postage, stamps, metered mail, box rental, or stamped envelopes. • Refunds of monies previously paid to the University (including monies paid to grantors). • Research subjects and simulated patients.

6. The following list can be used as a guide for initiating direct payments (Page 2 of X): • Royalties. • Scholarships, tuition and Senate Bill 140 expenses. • Stipends. • For non-Ohio University employees only (examples include: guest lecturer, job applicant): all travel, entertainment, and related expenses, including per diem. NOTE: For Ohio University student travel: use a paper Travel Expense Report (TER). For Ohio University employee travel reporting: use Concur. • Travel reimbursements (original receipts must accompany request). • Travel advances (please see travel policy).

7. Any Questions? Please contact us by sending a email to: financecustomercare@ohio.edu or you can call 740.597.OHIO (6446).