RCUH PO Payments & Authorization for Payment Checklist

**Complete the checklist and submit to your project’s admin/fiscal support with all applicable documents. For a form-fillable PDF version, please email Toni-Ann Samio **

TIMELINES

• Payment Requests: At FA for approval no later than 7 calendar days before vendor's payment due date to avoid late fees. Late fees cannot be paid by extramural funds.
• Payment Requests: At FA for approval no later than 30 calendar days within receipt of goods.

REMINDERS

• Reimbursements are intended for unexpected project needs where it is not possible to request a PO, or in cases where the vendor does not accept a PO.
• A single transaction per day/vendor may not exceed $500 including taxes, deposits, and other surcharges.
• Reimbursements exceeding the dollar threshold requires FA approval prior to the purchase.
• Reimbursements should not be used as a way to bypass proper procurement procedures due to inadequate project planning.

SIGNATURE APPROVALS

• PI, or delegate, should always sign documents. If the document is payable to the PI (e.g., reimbursement, travel, etc.), a supervisor’s signature is required.
• If a delegate is signing, the respective delegation memo should be attached.
• A single PDF file of requisition and required documents must be routed with appropriate signature lines.

PURCHASE ORDER PAYMENTS RCUH 2.201

• Attach Itemized Invoice (Invoice Number, Invoice Date, Remit Address), and packing slips if available.
• Attach Flyer/Participant Lists, if applicable.
• The service date is the date goods are received or services are performed.
• For multiple received or services performed dates, service dates must align respectively.
• For extended services the service date entered is the last day of the period covered by the payment.
• If the service period covers multiple fiscal years, allocate costs in each fiscal year incurred.
• Example: Service period is from May 1, 2024 to July 31, 2024 at $100 per month; record costs incurred from May 1 to June 30 ($200) with a 06/30/24 service date and costs incurred from July 1 to July 31 ($100) with a 07/31/24 service date.
• Equipment Inventory Form, as applicable.

AUTHORIZATION FOR PAYMENTS (AFP) RCUH 2.702 & 2.703

The AFP Form must not be used in lieu of a purchase order and the established purchasing procedures described in Policy 2.201 Purchase Orders . Payments of $25,000 or more require RCUH approval.

• Attach Itemized Invoice (Invoice Number, Invoice Date, Remit Address) for:
  • Utilities (Hawaiian Electric, Hawaiian Telcom, etc.)
  • Non-Retail UH Depts (UH Hilo Mail Room, Auxiliary, ITS, etc.)
  • Freight (FedEx, UPS, etc.)
  • Telecommunications (AT&T, Verizon, etc.)
  • Copy Machine Usage (Xerox, Toshiba, etc.)
• For Reimbursements:
  • Written prior approval from PI required.
  • Original receipt is required.
    • When the original receipt is lost, a duplicate receipt or other proof of payment (e.g., copy of the receipt, credit card statement or canceled check AND an itemized pricing of the items) is required.
    • If the employee's name is not on the receipt, the employee must sign the receipt.
  • Reimbursements are not allowed for purchases that are being paid with a gift card or store credit.
• For Personal Mileage Reimbursement:
  • Google Maps showing travel routes for mileage reimbursement based on current IRS Mileage Rates.
  • Attach Flyer, meeting agenda, invitation, etc. to support work travel
  • Proof of valid car insurance coverage