Lewis-Clark State College requires an approved Purchase Order prior to committing institutional funds for direct billings. However, there are occasions when a vendor may not accept a Purchase Order or P-Card as a method of payment. In most cases, a substitution of vendors can alleviate this problem. In the cases that another suitable vendor cannot be found a prepayment can be requested.
What are acceptable reasons to justify prepayment?
What procedures are required to request a prepayment?
What can be done if no vendor order form is available to support a prepayment request?
The department is responsible for the return of all unused funds, associated with a prepayment, within 5 business days after receipts of goods or services. Unused funds should be returned to the Controller’s Office so they can be deposited back into the original cost center and recorded as a reduction of expenses.