Prepaid Orders and Advance Payments

• Governmental agency payments
• Registrations
• Specified advances against contractual services
• Subscriptions or mail orders where it is mandatory that payment accompany the order
• Travel Advances for student related purposes

If advance payment is required, an approved purchase requisition must be accompanied by either an invoice or an order form from the vendor. The requisition, accurately reflecting all related charges including shipping and handling, is generated in Procurement Services. A check request is submitted through Aggie Mart by the requesting department then reviewed and approved for payment by Accounts Payable/General Disbursements. General Accounting then processes the check cycle and sends it with the invoice or order form to the specified vendor. Upon request, the check may be returned to the department for special handling. (Please note special handling and the date needed on the purchase request.)

In a situation where the departmental representative who will purchase the product must pick up a check, the representative must contact General Disbursements, Accounts Payable, or Travel to request the check be held for pickup. The representative must sign a Special Handling Form to acknowledge that the check has been received.

In these situations, it is highly recommended that the individual seeks a vendor who will accept a University purchase order or utilize their own funds (cash or credit card) and either obtain immediate reimbursement following the University Imprest Cash policy (if under $100.00) or submit a purchase request authorizing a reimbursement check.