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Louisiana Tech University


Policies & Procedures

Policy 5217 - Glossary

Revision Date: 11/2002

Responsible Office: Purchasing Officer


ANNUAL, SEMI-ANNUAL OR QUARTERLY BID:

Bids for specific quantity of goods, for a specific time period. Goods received only on request.

BLANKET BID:

Bids are for pricing only and to be firm for a specific period of time.

CHANGE ORDER:

These forms are used to make corrections or cancellations on Purchase Orders. A written request from the Department to Purchasing is needed for a Change Order to be issued.

CHECK TO ACCOMPANY ORDER

A request for payment when there is not an invoice. A request when prepayment is required.

CODES:

Numbers assigned to differentiate funds, departments and expenses. Questions pertaining to coding should be directed to the Comptroller's Office.

DIRECT CHARGE:

The request of payment of an invoice when items were not ordered on a Louisiana Tech Purchase Order.

INTRACAMPUS REQUISITION FORM:

These forms are obtained from the Comptroller's Office. Items or services purchased from other departments on the campus are paid by submitting completed Intracampus Requisition forms DIRECTLY TO THE COMPTROLLER.

INVENTORY:

Any equipment purchased or acquired with a value of $1000.00 or more must be placed on the University's inventory. Please consult the Louisiana Tech Property Control Manual or the University Property Manager for instructions.

INVOICES:

An itemized list of purchased goods with unit price extended and totaled issued by the Vendor. Most invoices are numbered.

MANUAL OR IMMEDIATE CHECK:

A check that is issued immediately. The Comptroller must first give a written approval.

OVERLOAD:

Payment to faculty or staff for services other than assigned duties. Questions pertaining to any compensation for services of Louisiana Tech faculty or staff should be directed to Personnel.

PETTY CASH:

Cash reimbursements to individuals.

REIMBURSEMENTS:

A refund for purchases paid for by an individual.

  1. Cash - Check Petty Cash instructions
  2. Check - Proper original receipt marked paid attached to the requisition clearly marked REIMBURSEMENTS. This will be forwarded directly to the Comptroller for payment.

RUSHED CHECK:

A check that is needed before the regular processing time of 10 days.

Procedure:

  1. Attach note to requisition notifying purchasing.
  2. Explanation of why the emergency exists.
  3. Checks are normally written every Tuesday and Thursday. The requisition must be in the Purchasing Office in time for a purchase order to be typed and given to the Comptroller by 12:00 PM on either of these days.

TRAVEL AUTHORIZATION FORMS:

These forms are obtained from the Comptroller's Office.

UNIVERSITY RESEARCH APPROVAL:

Expenditures of designated grants must have prior approval from University Research before the requisition can be processed. Any questions concerning these grants should be directed to University Research.


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