Procure to Pay General Guidelines
Questions about what approvals are required? See below or click here for a PDF version of the chart.
Questions about what approvals are required? See below or click here for a PDF version of the chart.
1. Do I need to route individual purchases on my PCard for approval?
2. My department has to purchase items to support academic continuity. What is the current purchasing approval process?
3. Do I have to obtain prior approval for items being charged to my endowment spending account?
4. My externally funded award has certain project deliverables and timelines that I am contractually committed to adhere to. Am I permitted to spend against my award(s)? If so, what approvals are required?
5. My department set up a purchase order for a catered event that has been cancelled. How do we cancel the PO/encumbrance?
6. My department prepaid for services for an event in this fiscal year that has been cancelled. Should we ask the supplier to refund the payment or keep the funds to be applied to next year’s event?
7. Is Accounts Payable still processing invoices on purchase orders for goods delivered/services provided prior to the spending freeze or ordered prior to the spending freeze but received after?
8. Since the Accounts Payable Office is closed, what the best way to send payment requests to be processed?
9. Am I able to process payments on Invoice Payment Forms (IPF)?
10. I made a business purchase and charged it to my personal credit card. What is the process for requesting reimbursement?
11. Can I continue to charge items to my department or individual p-card?
12. Do I still have to complete my p-card packet while we are working from home? If I do, what’s the process?
13. I purchased an Apple computer online and when I submitted the reimbursement via iExpenses, it was rejected. Why?
14. I want to purchase a computer from the Digital Den. Is it open even though the campus is closed?
15. I have additional charges on my cell phone bill because I exceeded my monthly minutes. Can I be reimbursed?
16. I need to make an essential purchase that requires me to present the card, but the department or individual p-card is inaccessible on campus. How can I expedite this purchase?
17. Who do I contact when my p-card is compromised and I need to request a new card to be issued for essential purchases?
Preparing and Submitting Procurement Card Packets
Exceptions to and How to Increase My Procurement Card Limit
Travel Card Limit Reduced to Zero
Personal Protective Equipment (PPE) Purchases: Communication
1. Why did you lower the limit on my RIT travel card to zero?
2. I need to be reimbursed for airfare I paid for on my personal credit card.
1. What’s the best way to record my time when I’m working from home?
2. Since we’re all working remotely, who do I contact if I have a question about entering my time?
3. Is it OK for students to work remotely?
1. Since we’re working remotely, will Accounting still adhere to the month-end closing schedule?
2. How do I deposit cash or a check?
3. I did not submit my department’s equipment physical inventory and certification for fiscal 2020 prior to discontinuation of physical operations on campus and it is now past due. Who do I contact and will I need to complete the inventory?