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Transaction Processing Instructions on the Web
As a reminder, the
following documents under
“Transaction Processing” on the
Finance
References page are
provided for staff who create,
review, or approve financial
transactions. Please review them and
direct any comments or questions to
the appropriate processing unit or
Mike Glisson at
mtglisson@central.uh.edu.
Best Practices for Vendor
Payments
• How to pay vendors fast and
minimize employee reimbursements
• How to avoid duplicate payments
• Timeframe for processing employee
and student reimbursements
• When to process PO vouchers and
when to let Accounts Payable do it
• How to pay service centers and
auxiliaries
Fund Equity Transfers
• Local fund equity transfer rules
• State fund equity transfer rules
Procurement Rules Checklist
• Purchases that do and do not
require a PO
• Key restrictions for purchases
made with state funds, tuition
funds, and HEAF funds
• Employee and student reimbursement
procedures
• Paying auxiliaries and services
centers
• Additional requirements/approvals
for purchasing
o Advertisements
o Moving expenses
o Gift cards
o Official functions (e.g., business
meals, etc.)
o Printing services
o Professional memberships on state
funds
o Public relation services
o Registration fees for conferences
and seminars
o Subscriptions
Prompt Payment Summary
• Entering the correct dates on
vouchers
• Which vouchers are scheduled to
pay immediately and which are
scheduled to pay in the
future
• When and how to change the
scheduled payment date on the
voucher
• Which vouchers are subject to
paying interest if paid late and
which are not
• When and how to refuse paying
interest
State Fund Procurement Restrictions
• Expanded list of purchases not
permitted with state funds
• When it is okay to make advance
payments with state funds
• Link to Comptroller’s Purchase
Policies and Procedures Guide for
more information
Transferring Non-Payroll Expenses
• Process overview and detailed
instructions for transferring
non-payroll expenses
o From state funds to state funds
o From state funds to local funds
o From local funds to local funds
o From local funds to state funds
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