Payment Authorization
The vendor's invoice must align with the corresponding purchase order on a line-item basis, matching the item description, quantity, unit price, and terms of sale. Vendor invoices related to purchase orders will not be processed for payment unless an authorized receipt has been recorded in AggieMart by the departmental end user.
For orders not requiring a purchase order (refer to the Purchasing section for details), a check request for payment may be used. A check requisition with supporting documentation and invoice, must be submitted in AggieMart by the requisitioner. The check requisition is generally used for some payments where a purchase order is not required.
Out-of-pocket expenses can be reimbursed with proper authorization. If the expense is travel related, University Travel procedures must be followed.
Where reimbursement for out-of-pocket business expenses are to be paid to an individual, who happens to be the disbursing authority for the account to which the expenses will be charged, a counter signature should be obtained from either of the following: (1) person of higher authority or (2) the Procurement Director, Contract & Grant accountant, Budget Director, or other person designated to review and approve expense transactions for the department, school, college or division.
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Contractual Services payments are made to consultants and others from an approved purchase request or purchase order accompanied by a completed and attached Contractual Services Agreement. If these payments are for services rendered, a form 1099-NEC will be sent to the Internal Revenue Service for payments totaling $600.00 or more during a calendar year. If the payments are for expense reimbursements, original receipts must be attached and the expenditure coded to the appropriate "non-taxable" account code. Non-taxable reimbursements do not generate 1099s Forms. Out-of-state vendors who perform services for the university may be subject to 4% withholding.
