The Vendor Direct Payment Policy provides a list of acceptable transactions that may be processed as a direct payment to a vendor without an approved purchase order.
The University of Massachusetts Purchasing Policy (Policy Doc. T92-031 found under Sites and Policies) requires all purchases to be encumbered in advance. The university utilizes purchase orders to encumber and ensure sufficient funds are available to meet obligations. There are limited transaction types that are not required to have purchase orders. All other requests for direct payments not listed below require advance approval of the department head and the Controller. Direct Payment is also available in BuyWays.
Documentation provided for direct payments needs to clearly state the business purpose of the transaction and should be supported by invoices and other external documentation as necessary. The required authorization for processing a direct payment is indicated in the following table.
Required Authorization for Direct Payments
|Employee Travel Reimbursements||See Policy in Travel Manual|
|Employee Non-Travel Reimbursements||Supervisor, see business expense policy|
|Foundation Account or Agency||Controller's Office|
|Payments to Banks||Controller's Office|
|Prizes||See Business Expense Policy|
|Student Support||Department Approval|
|Resident Non Employee Reimbursements/Travel||Department Approval|
|Honorariums (less than $5,000)||Department Approval|
|REU, SPUR||Controller's Office/Grant Accountant|
|Taxes, Fees or other payments to government entities||Controller's Office|
|Permits/License Fees (Non IT)||Department Approval|
|Collections and Write-Offs||Controller's Office|
|Advertisements excluding employment||Department Approval|
|Arbitration/Settlements||Legal, Treasurer, limited Department|
|Related Entity Payments||Controller's Office|
|Human Subjects||IRB, Controller's Office|
|Donations made in lieu of flowers||Department Approval, see Business Expense Policy|
|VISA Application Fees||See Travel Policy|
|Administrative Process Exceptions||Controller's Office|
|Emergency Payments||Controller's Office|