75.31 - Payments Against Claim Vouchers
Last updated August 24, 2005 (Moved from Chapter 60 - June 6, 2007)
A. General. In most cases, the purchase of goods requires the issuance of purchase orders by Purchasing Services, or the issuance of Departmental Purchase Orders [See 75.32], or the use of a UI Purchasing Card [See 75.37]. Claim Vouchers, however, are a method of paying for goods and services which do not lend themselves to competition or require prepayment without violating the procedures contained in this manual. Claim Vouchers are to be used only in the following specific instances: [ed. 6-07]
B. Exceptions. Unauthorized Transactions. Items not authorized for payment on Claim Voucher forms include the following types of purchases:
- UI employees or student travel expenses; Personal items for employees or family members; Items which lend themselves to competition.
C. Approved Transaction Types. Following are the only types of transactions which may be processed using the Claim Voucher form. [For any exceptions to these transactions, call Accounts Payable at (111) 111-3940].
C-1. Fees to outside consultants and contractors. If paying an individual, this requires a completed W-9 for IRS purposes [See 75.31 (E2) below] , a Social Security number and a Consulting Agreement attached to the claim voucher. If paying a vendor, this requires a completed W-9 to be on file and a signed agreement attached to the Claim Voucher. The transaction will show on Banner in the operating expense category. Payments for services performed by individuals such as teaching, grading, research, etc., must be paid through UI payroll. [Please see 50.12, Human Resource Services Additional Compensation for Employees.] [ed. 6-07]
C-2. Honoraria. If paying an individual, this requires a completed W-9 [for IRS purposes], a Social Security number and a complete description of services listed on the Claim Voucher. If paying a vendor, this requires a completed W-9 be on file and a complete description of services listed on the claim voucher. Honoraria apply only to non-UI employees and are only for non-work related activities.
C-3. Services. When reimbursing vendors for services this requires a completed W-9 to be on file or attached to the claim voucher. The Claim Voucher should have a complete and valid address, Tax Identification Number, a complete description of services rendered, and an original receipt attached.
C-4. Expenses associated with entertainment and official business meetings or interviews. Invoice(s) must be attached to the Claim Voucher. The date(s), names of persons involved, and purpose of meeting must be indicated on the Claim Voucher. Reimbursement must follow the University Entertainment Reimbursement Guidelines section [See 70.21]. Reimbursement of meals and refreshments for UI employees, please refer to 70.22.
C-5. Institutional dues, licenses, or membership fees. [UI cannot pay individual dues, licenses or membership fees.] A renewal notice or other supporting documentation verifying price must be attached to the Claim Voucher.
C-6. Published material such as books and subscriptions to newspapers, magazines, and other periodicals. A renewal notice or order form verifying price must be attached to the Claim Voucher. The departmental address to inform the vendor where to ship the material should be indicated on the Claim Voucher.
C-7. educational stipends, or tuition waivers require a Social Security number. Educational stipends and tuition waivers are submitted to Accounts Receivable for processing.
C-8. Oil company credit card purchases. Preferred method of payment is payment against budgets [See 75.34]. Payment by Claim Voucher requires attachment of monthly billings. Accounts Payable will only pay the current month charges, never a balance forward amount. [ed. 6-07]
C-9. Advertising. Must attach supporting documentation from vendor to verify price.
C-10. Utilities. Charges for electricity, water, telephone, natural gas, sewer, and garbage services. Preferred method of payment is payment against budgets [See 75.34]. Payment by Claim Voucher requires attachment of monthly billings. Accounts Payable will only pay the current month charges, never a balance forward amount. [ed. 6-07]
C-11. Freight charges when involved separately from the merchandise. Payment by Claim Voucher requires attachment of a vendor invoice.
C-12. Express delivery invoices. Preferred method of payment is direct payment against budgets [See 75.34]. Payment by Claim Voucher requires attachment of vendor invoice. [ed. 6-07]
C-13. Postage. Requires the approval of the supervisor of Campus Mail. Postage is also an allowable expense for the Purchasing Card program.
C-14. Refunds of deposits for goods and services provided to UI.
C-15. Reimbursement of employees for purchases of Operating Expenses and Capital Outlay items that are not obtainable by use of the Departmental Purchase Order, or petty cash transaction [See 75.32; or 20.04]. Sales tax must be paid when reimbursing an employee. [ed. 6-07]
C-16. Registration fees to be paid directly to the vendor. Preferred method of payment is Purchasing Card or American Express Travel Card. Payment by Claim Voucher requires attachment of a registration form or other supporting documentation to verify price. Registration fees paid to reimburse an employee should be included on the employee's Travel Claim [See 70.05].
C-17. Emergency repair services. Requires documentation as to the nature of the emergency and verification that a fair and reasonable price was charged. In most cases, routine repair services should be procured by a requisition through Purchasing Services.
C-18. Interlibrary loan charges. A vendor invoice or other supporting documentation to verify price must be attached to the Claim Voucher.
C-19. Accident, SOS, and camper insurance policies that departments obtain for special events, such as sport camps, music camps, or one-day conferences. Submit Claim Voucher through the Administrative Affairs Office so that proper insurance backup information can be prepared for submission to the vendor [See 05.04].
C-20. Various fees, such as legal fees, title fees, notary public fees, assessments, taxes, and the like. A vendor invoice or other supporting documentation to verify price must be attached to the Claim Voucher.
D. Procedure. Claim Voucher forms can be found on the Accounts Payable Forms website. See web claim voucher instructions]. Two copies are submitted directly to Accounts Payable. Invoice or documentation must be stapled to the copy with the original signatures. [ed. 2-07]
D-1. Claim Vouchers Require Signatures of Dean/Director or Their Designee. If signed by anyone else, initials are required.
D-2. W-9 Documentation. Payments to vendors will not be issued without a completed W-9 on file with Accounts Payable.
E. Forms. For further information on the use of forms, call Accounts Payable at (111) 111-5379.
E-1. Claim Voucher Form. [See "Accounts Payable Forms"] [ed. 2/07]
E-2. IRS Form W-9. [See W9 form] "Accounts Payable Forms" [ed. 2/07]