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New Procedures and Forms

Page 1 of 3

September 11, 2002

To: All Departments

Subject: New Procedures and Forms

The following guidelines have been developed by the Administration & Finance area and will be

effective immediately. If you have questions or need assistance, please contact the Purchasing

Department at 968-0269 or the Disbursing Office at 968-0394.

Please note that new vendor numbers and/or employee vendor numbers are to be

requested BEFORE the requisition is completed. The new forms are available on the

Administration & Finance web site (http://admin.atu.edu). Select “Forms and Manuals” at the

bottom of the page.

AREAS OF RESPONSIBILITY

Purchasing Department: Create and maintain ALL vendor numbers

Place orders

Issue bids

Expedite delivery if needed

Cancel orders

Return incorrect, broken or defective merchandise

Accounts Payable: Process invoices for payment

Correct encumbrances as needed

Disbursing: Review travel requests

Review Requests for Checks

Review TR1 Requests for Travel Reimbursement

Issue checks

Remit Sales/Use Taxes

Telephones

New Procedures and Forms

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TO REQUEST A NEW VENDOR NUMBER:

The ATU REQUEST FOR NEW VENDOR NUMBER FORM must be completed (see attached).

If printed literature and/or order forms are available with the entity’s Tax Identification Number

shown, please attach to Request Form

The form must be signed by the person initiating the order and by their immediate supervisor.

The form is to be mailed or faxed to the Purchasing Department (968-0633)

Purchasing will contact the vendor and request a completed IRS Form W-9 (Request for

Taxpayer Identification Number and Certification) and Business Designation.

After receipt of the completed W-9, the vendor information will be entered into the FRS system

by the Purchasing Department, a vendor number assigned and the department notified.

The Procurement Manager must approve any exceptions to the above procedures.

Please be aware that these additional steps will increase the order lead-time and plan your

purchases accordingly.

TO REQUEST AN EMPLOYEE VENDOR NUMBER FOR TRAVEL:

The ATU REQUEST FOR EMPLOYEE VIN FORM must be completed (see attached)

The form must be signed by the person making the trip and by their immediate supervisor

The form is to be mailed or faxed to the Purchasing Department (968-0633)

Purchasing will verify employment, enter the information into the FRS system, assign an

Employee Vendor Number and notify the requesting department.

The employee’s Social Security Number will no longer be used as their Vendor Number. The

employee numbers will still start with an “E” but will be a computer-assigned number.

ADDRESS ADDITIONS OR CHANGES:

The ATU REQUEST FOR NEW/CORRECTED ADDRESS FORM must be completed (see

attached). The form must be signed by the person initiating the order and by their immediate

supervisor.

The form is to be mailed or faxed to the Purchasing Department (968-0633)

Purchasing will add the new address or correct an existing address on the FRS system and

notify the requesting department.

Please notify Purchasing if any existing addresses are to be deleted.

New Procedures and Forms

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TO REQUEST A CHECK:

Examples: Agency checks, honoraria, stipends, etc.

Do NOT use for routine purchases requiring a purchase order and an invoice.

The ATU REQUEST FOR CHECK FORM must be completed (see attached)

The form must be signed by the person requesting the check and by their immediate supervisor

Supporting documentation MUST be attached

The form with supporting documentation is to be submitted to the Disbursing Office for review

and for the issuance of a check

If a new vendor number is required, attach a completed ATU REQUEST FOR NEW VENDOR

FORM with the documentation. After reviewing the check request and supporting documen-

tation, Disbursing will forward the Request for New Vendor Number Form to Purchasing for

assignment of vendor number.

Purchasing will notify Disbursing when the vendor number is assigned, and Disbursing will issue

the check.

TO REQUEST A REFUND CHECK:

Use same procedures and forms as “To Request a Check” with additional requirements as

noted below:

If funds were deposited into the SIS system, the Student Accounts Office must verify receipt of

deposit and attach supporting documentation BEFORE the paperwork is sent to Disbursing.

Examples would be Music Camp refunds, scholarship refunds, etc.

For camps NOT carried in the SIS system:

The Camp Director must attach a copy of the pre-numbered receipt showing date and amount of

deposit. The Camp Director is to note whether the refund is to be payable to the student, the

parent or to the school.

The REQUEST FOR REFUND forms with supporting documentation are to be forwarded to the

appropriate department head or dean for signature (refunds for Sport Camps are to be sent to

the Athletic Director) and then sent to Disbursing for processing.

Form ATU-083

ATU REQUEST FOR NEW VENDOR NO. Date: ______________________

BEFORE ENTERING YOUR REQUISITION, provide all information available and fax this form to the

Purchasing Department (968-0633). Purchasing will contact the vendor for their Tax Identification

Number, Business Designation, etc., set up the vendor in the FRS System, note the assigned vendor

number and return this form to the fax number listed below. If you have questions or need assistance,

please call 968-0269.

FOR PURCHASING USE

Assigned Vendor & Address No.

From: ________________________________

(Department Name)

________________________________

(Departmental Fax No.)

Name of Company

or Sole Proprietor

Dba

Street Address

PO Box

City, State, Zip

Telephone Number

Fax Number

Web Site

E-mail Address

Requested By: ____________________________________________

(Signature)

Approved By: ____________________________________________

(Signature of Immediate Supervisor)

FOR PURCHASING USE:

Date

Entered

Initials

Form ATU-084

ATU REQUEST FOR EMPLOYEE VIN: Date: _________________

BEFORE ENTERING YOUR REQUISITION FOR TRAVEL, complete this form and fax to the

Purchasing Department (968-0633). We will verify employment, enter the information into the FRS

system, note the assigned vendor number and return this form to the fax number listed below. If you

have questions or need assistance, please call Purchasing at 968-0269.

From: ________________________________ ____________________________

(Department Name) (Departmental Fax No.)

Employee’s Name

Social Security No

(For verification

of employment)

Address No: 00

OFFICE ADDRESS

Building & Room No.

Street Address

City, State, Zip

Russellville, AR 72801-2222

Telephone No.

E-mail Address

Address No: 01

HOME ADDRESS

Street Address

PO Box

City, State, Zip

Requested By: ______________________________________

(Signature)

Approved By: ______________________________________

(Signature of Immediate Supervisor)

FOR PURCHASING USE:

Date

Entered:

Initials:

Form ATU-085

ATU REQUEST FOR NEW/CORRECTED ADDRESS Date: _______________

BEFORE ENTERING YOUR REQUISITION, provide information on the new address or correction to an

existing address and fax this form to the Purchasing Department (968-0633). Purchasing will enter the

new address or correct the existing one, note the assigned address number and return this form to the

fax number listed below. Please indicate any address numbers that need to be deleted. If you have

questions or need assistance, please call 968-0269.

From: ________________________________ ___________________________

(Department Name) (Departmental Fax No)

ACTION REQUESTED: _____ Additional Address _____ Change Existing Address

_____ Address Number to be Deleted

Name of Company or

Sole Proprietor

Dba

Street Address

PO Box

City, State, Zip

Telephone Number

Fax Number

Web Site

E-mail Address

Requested By: ____________________________________________

(Signature)

Approved By: ____________________________________________

(Signature of Immediate Supervisor)

FOR PURCHASING USE:

Date

Entered

Initials

Form ATU-086

ATU REQUEST FOR CHECK Date: ____________________________

(Including Refunds, Stipends, Agency Funds & Honoraria)

This form must be completed, signed and supporting documentation attached before Disbursing

will issue a check.

Check Requested By: _________________________________________________

(Department or Office)

Services Performed For: _________________________________________________

(Name of Department, Office or Agency Account)

Account Number: _________________________________________________

Vendor No. & Address

Check Payable To: _________________________________________________

Description of Services/Goods

OR Reason for Refund: _________________________________________________

Amount of Check: $ ______________________

Check Requested By: __________________________________________

(Signature)

Approved By: ____________________________________________

(Signature of Immediate Supervisor)

--------- SUPPORTING DOCUMENTATION MUST BE ATTACHED ----------

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