Accounts Payable

Payment Methods

WSU Payment Methods

  


Purchasing Card

            The Purchasing Card is the PREFERRED method of payment for WSU.

           For a list of prohibited purchases on the Purchasing Card see BPPM 70.08.


Direct Payments

Direct Payments are processed on the State of WA Invoice Voucher.

Accounts Payable will process the following transactions on an Invoice Voucher (see BPPM 30.45):

  • Employee reimbursements under $5,000
  • Non-contractual performer fees paid by hand delivered check at the performance venue under $5000
  • Non-contractual honorarium and speaker fees under $10,000.  For additional guidelines visit:  /Speaker.html
  • Petty Cash reimbursements
  • Sponsored Programs Cash Advance (See BPPM 40.21)
  • Research participant fees
  • Immigration fees (/Immigration.html)
  • Property Taxes
  • Notary and Notary Renewals
  • Refunds of Revenue (these payments are processed in General Accounting)

 

         Note: Utility payments such as water, sewer, garbage, electricity, etc. are considered direct payments.  AP will process utility payments without a WSU reference number (B#, C#, F#, K#).


K-Orders (Department Orders)

WSU Departments may create a Department Order (K-order) to make simple purchases of goods and services for less than the direct buy limit of $10k.  Please see the following for a list of items prohibited on the Department Order (BPPM 70.10).

 HOW DO I CREATE A DEPARTMENT ORDER?

            Department Orders are created through AIS by authorized departmental personnel.  For procedures on how to create a Department Order please refer to BPPM 70.07.3 OR click on the following link:  http://public.wsu.edu/~forms/HTML/BPPM/70_Purchasing/70.07_Department_Orders.htm

 HOW ARE K-ORDER INVOICES PROCESSED?

           Department Order invoices are routed directly to the Controller’s Office.  It is important the vendor references the K# on the invoice to avoid processing delays. Original expenditure authority is not required on K-order invoices.  Approval is granted when the K-order is created in AIS.

 WHAT IS THE RIP PROCESS AND WHEN IS IT USED?

            The RAPID INVOICE PAYMENT (RIP) process is used on K-order invoices for goods and services that have not been recorded as received (see the following link: /CompletionPO.html).  If the order has NOT been received, Accounts Payable schedules the payment for a future date.  For more information regarding this process please refer to the following link: /RIP.html


 

F-Orders (Purchase Orders)

Field Orders are created through Purchasing Services when the purchase amount exceeds the direct buy limit of $10k or the purchase cannot be processed with a Department Order or Purchasing Card.  Field orders are initiated with a Departmental Requisition (see BPPM 70.10.1).

  WHO CREATES A PURCHASE ORDER?

            Only a WSU Purchasing Services Buyer has the ability to create a Purchase Order and determine the applicable purchasing procedure. The Buyer uses the best method to fulfill the Departmental Requisition within the limitations of state laws and regulations and WSU policies.

HOW ARE F-ORDER INVOICES PROCESSED?

            Field Order invoices are routed directly to the Controller’s Office.  It is important the vendor references the F# on the invoice to avoid processing delays. Original signature authority is not required on F-order invoices. 

 

WHEN CAN PAYMENTS BE PROCESSED ON A PURCHASE ORDER?

                 Prior to payment, goods and services must be recorded as received in AIS (see the following link: /CompletionPO.html. If the items have not been  received, Accounts Payable makes direct contact with the Technical Contact listed on the Purchase Order in AIS.


Blankets

            A Blanket Authorization provides a limited direct authority to purchase goods or services from vendors.  A Blanket Authorization is established through WSU Purchasing and is set for a specific period of time.

The following types of blanket authorizations are in use at WSU (see BPPM 70.19).    

  • University Blanket
  • Sundry Blanket
  • Department Blanket
  • Internal Blanket

HOW ARE BLANKET INVOICES PROCESSED?


            Blanket invoices must indicate the Blanket number (B#) and budget coding under which it is to be paid. The invoice must contain an original signature from an individual with expenditure authority on the budget.

             NOTE:  When appropriate and allowable, Purchasing Services encourages departments to use Purchasing Cards rather than Blanket Authorizations.


Contracts

            A contract is an agreement between two or more parties creating obligations that are enforceable or otherwise recognizable at law. Contracts require detailed terms and conditions addressing each party's responsibilities and the nature of the work involved.  Contracts are initiated through Purchasing Services (see BPPM 70.21.1) or the Office of Finance and Administration (see BPPM 10.11.1).

             All non-grant related WSU contracts are maintained in the Controller’s Office, including but not limited to contracts for installment purchases, rentals, maintenance agreements, personal services, and constructions projects.

HOW ARE CONTRACT INVOICES PROCESSED?

            Contract invoices must indicate the unique contract number (C#) and the budget coding under which it is to be paid.  The invoice must contain an original signature from an individual with expenditure authority on the budget. 

         

Please note: DEPARTMENTAL REQUISITIONS are not considered a payment method for WSU.

Accounts Payable , PO Box 641025, Washington State University, Pullman WA 99164-1025, 509-335-2060, Contact Us