The acquisition of needed goods and services is an important part of the College’s ongoing operation. A purchase order is prepared as the Initial Step in purchasing goods and services on behalf of the college. A purchase order should be prepared, approved and distributed before placing an order, which financially obligates the College. These forms should be completed and signed, taking special care to insure that the information is correct. Do not submit the purchase order/check request without the appropriate signatures. The approval process guidelines are located on the back of each copy of the purchase order. Click here fora copy of detailed instructions for completing purchase orders: Purchase Order Completion Instructions.
Once the purchase order has been completed, it is then the responsibility of the department to place the order with the vendor. The yellow copy should be sent to Accounting at the time of purchase, with the appropriate level purchase authorizations. The white copy is retained by the department.
Do not wait until the invoice has been received to submit the purchase order to Accounting Office. Invoices referencing the correct PO# should be mailed directly from the vendor to Accounting.
Remember to send proof of delivery to Accounting upon receipt of goods or services. See instructions for examples of proof of delivery. If necessary, a proof of delivery form is available under forms. You may complete this form and send it via e-mail (email@example.com), fax, or campus mail.
Meredith College is under exclusive contract with Staples Advantage for the purchase of all office supplies. Because of this exclusive contract, Meredith College receives a considerable discounted price on all items. Purchasing is made on-line and a purchase order is not necessary. Purchasing guidelines are the same as vendor purchasing.
Click here to review the policy for standing orders.
If a department is provided a credit card, it may be used for purchases of goods and services instead of the purchase order form. Credit cards are issued for the convenience of the departments. The cards are the property of Meredith College and are to be used for College related purchases and expenditures only. PERSONAL CHARGES ON COLLEGE CREDIT CARDS ARE NOT ALLOWED. When the credit card is used, the following guidelines will apply:
Purchase Limit – Credit Card purchases should be limited to miscellaneous departmental purchases or travel expenses such as airline tickets and motel bills. It is the responsibility of the department head to insure that the credit card limit as well as the departmental budget is maintained.
Security - The security of the card is the direct responsibility of the department head to which it is issued. Other employees may be authorized by the department head to use the card for Official College purchases. Cardholders should exercise care in the handling of credit cards and in the authorization of use by others in the department. Lost cards should be reported to the Vice President for Business & Finance immediately for cancellation of the account. Misuse of the credit card privilege will result in revocation of the card and is grounds for disciplinary action.
INTERNAL PURCHASES – Several service departments within the College provide goods and services for departmental use. The following guidelines should be used in making these internal purchases:
1. Supply Store – Departments ordering items from the Meredith Supply Store should use the same procedures as for other outside vendors. Submit your PO to the supply store. They will keep the yellow copy, to be submitted to Accounting on a monthly basis. You will retain the white copy for your records.
2. Central Services – Central Services has internal forms, which are used to initiate and charge purchases of their goods and services. Billing for these transactions is done an a daily basis and is reflected in the monthly budget report. Departments should compare the monthly printouts to their purchase records and report any inaccuracies to the Accounting Office immediately. (Note- Personal purchases must be paid in advance in the Accounting Office.)
3. Publications – The Office of Marketing and Communications also has internal forms for departmental charges. Billing for these items is done on a monthly basis and is reflected on the monthly budget report with a brief description of the purchase. Again, departments should verify the accuracy of these charges and report any discrepancies to the Accounting Office.
4. Post Office – The Meredith College Post Office is available to handle all outgoing mail from the campus. Departments should take special care to insure that all mail clearly indicates the department to be charged and the type of mailing requested (first class, bulk rate, etc.). Special arrangements for large or unusual mailings should be made in advance directly with the Post Office Manager. Billings for Post Office Charges are made on a daily basis and are reflected on the monthly budget reports as Post Office Charges.
From time to time, it will be necessary to request a check for reimbursement, seminar registration, etc. Such check requests should be made using the standard purchase order/check request form and simply marking the block which says Check Request. It is imperative to use the full given name of the person, a complete address, and social security number when requesting a check for reimbursement. The yellow copy of the completed form, along with proper documentation to support the check request, should be delivered to the Accounting Office where the check will be processed. Be sure to indicate on the form whether the check should be mailed or picked up.
All Invoices are to be mailed directly To the Accounting Office. If an invoice is sent to a department in error, it should be forwarded immediately to Accounting. If you need a copy of the invoice for internal use within your department, please photocopy the bill and forward the original to Accounting. Payments will be made to vendors according to vendor terms taking advantage of discounts offered. It is important for departments to submit their paperwork promptly so that the College can benefit from any discounts that are offered.
On special occasions, such as for Student Achievement Day, a students may be issued awards for which they are to receive checks. Do NOT issue purchase orders for student awards. Federal regulations require that all monetary awards given to students must be recorded by the Office of Financial Assistance, who will in turn notify the Accounting Office to process the check.
Check Writing Schedule:
Vendor Checks and Check Requests will be printed once a week. Check Requests received in the Accounting Office Monday through Friday will be available the following Tuesday by 8:00 a.m.
Sales and Use Tax:
Meredith College is not exempt from sales and use tax. The sales tax for state and Wake County is 6.75%. There is an additional 1% prepared food tax. Departments are not responsible for North Carolina sales and use tax if it is clearly broken out on the invoice, but will absorb the cost of the items purchased, plus any shipping, freight, 1% prepared food tax, hotel excise taxes, or any other miscelleaneous taxes that are charged.
1099 and W-9:
The college is required by law to report any payments for services performed by a trade, business, or individual not treated as employees. Examples of these types of payments are: honorariums, gifts, donations, or services rendered. Before a check can be processed, a Taxpayer’s Identification Number (TIN) or a Social Security Number is required along with the full given name and a current address. Failure to provide a TIN or SSN will delay the check writing process and/or require backup withholding of 31%. This applies even though the amount of the payment may be below the normal threshold for 1099 filing. W-9 Forms (Request for Taxpayer Number and Identification) can be obtained in the Accounting Office or the form may be downloaded from the IRS website at www.irs.gov.