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Accounts Payable - Subscriptions and/or Memberships


Policy and Procedure

Subject Area: Disbursements
Policy Title: Subscriptions and/or Memberships
Policy / Procedure No: A/P013
Responsible Office: Accounts Payable
Documents Needed: Two copies of completed order form attached to one approved IAF or procurement card.
Purpose: To subscribe to a publication or to join a professional organization.
Special Instructions: Employee who is subscribing or becoming a member and/or department representative responsible for invoice processing perform(s) these steps when the invoice or order form is received.
Contact Person: A/P Vendor Assistant, Finance, x2652.

PURPOSE: To allow employees to subscribe to a publication or to join a professional organization.

SCOPE: All University employees.

POLICY:
1. Employees are urged to use the procurement card for these expenditures.

2. If a procurement card is not accepted by a vendor, then employees must submit requests for checks on an Invoice Approval Form (IAF). IAF's are available from Accounts Payable or at the Accounts payable Website at www.nue.edu/ap/L2/forms/forms.htm

3. Instructions for IAF completion are listed on each IAF.

4. The area's approved signature authority must sign the IAF on which the employee has requested a check for a subscription and/or membership.

PROCEDURE:
1. Employee wishing membership or a subscription places the order.

2. Employee provides the vendor with procurement card information.

3. Employee records the transaction on the Procard Reconciliation Envelope and places the receipt/order form inside.

OR

4. If the vendor does not accept a procurement card, the department contact responsible for bill payment sends to A/P two copies of completed order form attached to one approved IAF.

5. A/P staff processes the IAF and mails the check and one copy of the order form to the remit-to address on the subscription or membership form.