Agency Accounts are accounts that accommodate various organizations on campus. Collection and disbursement of funds through the Marywood University Business Office is similar to that of a bank account. Therefore, the use of the Marywood University Federal ID number or Tax Exemption does not apply to Agency Accounts. If your organization has a tax exemption number please submit a copy of your tax exemption certificate to the Fiscal Affairs Office.

New accounts, changes to existing accounts and account authorizations will be maintained in the Fiscal Affairs Office only when instructed by the Office of Student Activities and Leadership Development.

Agency Account deposit/disbursement forms will be distributed and will be available in the Office of Student Activities and Leadership Development or Cashier´s Office. Instructions and samples are attached.

Deposits

All checks are to be made payable to Marywood University.

All deposits will have a completed agency account deposit slip.

All deposits must be hand delivered to the Cashier´s Office.

Coin must be wrapped and marked with Agency Name and Account Number.

NSF checks will be charged back to the Agency Account to which it was deposited. It will be the responsibility of the individual in charge of that Agency Account to recover uncollected funds. The Cashier´s Office will notify the Office of Student Activities and Leadership Development that the NSF check is to be picked up; the NSF check will not be sent via campus mail.

Disbursements

Petty Cash Requisitions should be forwarded to the Purchasing Office. Petty Cash requisitions have a maximum limit of $50 and require 3 days notice. Therefore, a request on Monday will be available on Wednesday. Receipts for funds advanced through petty cash are to be returned to the Cashier´s Office within one week.

Purchase Requisitions are processed on a daily first come first serve basis.

Check Requisitions should be forwarded to the Accounts Payable Office. Accounts payable checks are processed on Monday, Wednesday and Thursday and on occasion this schedule may vary. So, in order to eliminate any possible delays check requisitions should be submitted 5 days in advance.

Please contact the Fiscal Affairs Office at 348-6293 if you have any questions regarding deposits and/or disbursements of Agency Funds.

(3/9/00)

Instructions for Completing Form:

1. Enter club/organization name and Agency Account number.
2. Enter dollar amounts of cash, coins and checks.
   Coin must be wrapped and marked with Agency Name and Account Number.
3. Enter reason (example: T-Shirt sale).
4. Enter total amount of deposit.
5. Signature and date of person responsible for deposit.
6. Signature of Cashier´s Office personnel receiving & verifying deposit.

THE PROPER PROCEDURE TO PURCHASE OR OBTAIN ANY SUPPLIES, EQUIPMENT, OR SERVICES NOT OTHERWISE DELEGATED, IS TO SUBMIT A STANDARD “PURCHASE REQUISITION FORM” TO THE PURCHASING OFFICE.

Preparation of the requisition:

1. State clearly where the goods are to be delivered.
2. (b) List the suggested vendor with complete address, zip code and phone number.
3. State the date the item(s) are needed. Please allow sufficient lead time for a requisition to be processed. Ordinarily, it takes from one to three days to process routine purchase requests from established suppliers. Actual delivery dates depend upon individual vendors. All other purchase requests should be made WELL IN ADVANCE of the date needed; at times, deliveries from non-local vendors may take from one to six weeks.
4. A complete description of the item(s) requested must be clearly printed or typed and be sufficient for an order to be placed. The exact quantity, description, and/or catalog number is required for each item. The description should be such that it could be entered exactly as written on a Purchase Order to the vendor.
5. The exact unit price, extended amount, discount (if applicable) and the account to be charged must also be entered. If a written price quote is available it should be attached to this requisition.
6. The purchase requisition must be properly authorized by the person responsible for the account. A complete signature is required for authorization; per signature, initials, or stamped signatures are not acceptable.

A PURCHASE REQUISITION CANNOT BE PROCESSED AND WILL BE RETURNED TO THE REQUISTITIONER BY CAMPUS MAIL IF:

• Any of the items underlined above are not supplied on the requisitions.
• There are insufficient funds in the account.>

The Purchasing Office is not responsible for delays because of improperly completed requisitions.

A sample Purchase Order form appears on the next page. This is the official form used by the University to purchase goods and services. It is issued by the Purchasing Office in response to the requests received from departments on purchase requisitions.

Once issued, the original (white) copy is sent to the vendor. The Green Receiving Copy is sent to the club/organization that requested the order be placed.

Immediately upon receipt of the items ordered, the Green Receiving Copy is signed, dated, and sent to the Purchasing Office as evidence that the items requested have been received. (For partial deliveries, do not hold the Receiving Copy. Back Orders can be acknowledged on a special form supplied by the Purchasing Office).

PLEASE REPORT IMMEDIATELY THE FOLLOWING TO THE PURCHASING OFFICE:

1. Delay in receiving goods ordered.
2. Special attention requested but not rendered by the vendor.
3. Claims, shortage, or damages noted upon receipt of materials. Do not return goods until advised by the Purchasing Office.

(Green Form)

This form is to be used to acknowledge the receipt of back ordered items or partial deliveries. This form is usually used in place of the green copy of the purchase order when the green receiving copy of the Purchase Order has already been forwarded to the Purchasing Office.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

1. Enter the vendor name exactly as it appeared on the original purchase order.
2. Enter Purchase Order Number and the date of the Purchase Order.
3. Enter the Agency Account number.
4. Enter description of item(s) received using the same description that appeared on the original purchase order or on your purchase requisition.
5. Check if the order is complete or incomplete.
6. Please sign and enter date (this is recorded as the date the items were received).

THIS FORM SHOULD BE RETURNED TO THE PURCHASING OFFICE AS SOON AS ITEMS ARE RECEIVED ALONG WITH PACKING SLIPS AND/OR INVOICES RECEIVED WITH THE MERCHANDISE.

(Green Form)

Check Requisitions are to be used only for travel advances, subscriptions and membership renewals and a limited number of special purchase situations authorized by the Purchasing Office or Fiscal Affairs Office prior to the purchase being made. PURCHASES MADE BY INDIVIDUALS AND SUBMITTED TO THE PURCHASING OR ACCOUNTS PAYABLE OFFICE (WITHOUT PRIOR APPROVAL) WITH A CHECK REQUISITION WILL NOT BE HONORED FOR PAYMENT.

Ordinarily, it can take from 4 to 5 days for a check to be issued. In the case of a genuine emergency, a check may be issued in one day, if the requisition is personally delivered to the Accounts Payable Office and a verbal request is made for the check to be issued ASAP. At that time the requester will be informed if the check can be issued. Just marking “rush” or “needed by a date” is not sufficient for rush processing.

INSTRUCTIONS FOR COMPLETION OF CHECK REQUISITIONS

Please type or neatly print all information requested.

1. Enter the Agency Account number.
2. Enter amount requested.
3. Enter a brief but complete reason for the check.
4. Name the check is to be made payable to & complete address. The check will be made payable to the name that first appears after “To:”.
5. Requisition will not be honored unless it is dated & signed by the person authorized to sign for expenditures from the Agency Account listed on the requisition.

Note: Check will be mailed unless the Check Requisition is noted “Will Pick Up”.

(Orange Form)

This green form is used to request petty cash for small purchases of less than $50.

Instructions For Completing Form

1. Enter the Agency Account number.
2. Enter a brief but complete description of the item(s) to be purchased. Also note suggested vendor.
3. Enter name of person who will be receiving the cash.
4. The requisition must be dated and signed by the person with authority to that Agency Account.

The completed form is to be taken to the Purchasing Office where a Petty Cash Purchase Order will be issued. The Petty Cash Purchase Order is then taken to the Cashier´s Office to pick-up the actual cash.

Within five days of the receipt of the cash, vendor receipts are to be handed into the Cashier´s Office along with any funds received in excess of the purchase.

(Green Form)

This green form is to be used to charge purchases made at the Bookstore, Print Shop, Media Center and Dining Services.

This form must be signed by the individual responsible for the Agency account.

Instructions For Completing Form

1. Enter the department providing the service or supplies, e.g., Print Shop, Bookstore, Dining Services, Media Center and the date.
2. The form should be signed by the person responsible for the Agency Account.
3. Enter the Agency Account number.
4. Enter the name of the person authorized to sign for the items being requested.
5. Enter a brief but complete description of the items that may be charged to the department.