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Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Payment Criteria
rev20020624 (in progress)
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Invoice Criteria
Any document can be considered an invoice if it meets the following criteria:
- The vendor's full name and address must be on the invoice. If the vendor is an individual with a US address, his social security # is required. Payments to such persons are considered income, and are reported on an IRS 1099 form for the relevant tax year.
- The "bill to" address must include either "Stanford University Libraries" or the name of a SUL library.
- It must include a description of items being sold and their individual costs.
- It must differentiate charges for shipping, handling, tax, service and/or currency conversion.
- The currency of the amounts in the document must be clear.
- The word "reimbursement" must not appear on the document.
Acceptable methods for documenting missing information:
- Return the invoice and request a new one with the missing information.
- Request and receive the missing information by fax or email. The invoice # and date must be included within the response. Attach a copy of the response to the invoice for our audit files.
Tax Criteria
We will pay the vendor California Sales & Use Tax on all appropriate material when this charge is itemized on the invoice and when either we are certain that a vendor has a "business presence" [e.g., office] in California or we have confirmed with the BOE that the vendor has a valid California Permitization # to collect this tax.
To verify that a vendor has a valid California Permitization #:
- Have the vendor supply us with their permitization #
- Verify the permit # at the BOE site:
https://efile.boe.ca.gov/boewebservices/verification.jsp?action=SALES
- The status of a CA permit # for out-of-state vendors should be recorded in the 1st note field on the Unicorn vendor record in these exact formats:
CA permit # = NO (<init> <date>)
CA permit # = YES (<init> <date>)
CA permit # = pending [<init> <date of request>]
Note that the actual permit # is not included in the vendor record. It should be filed in our permanent PAY file by vendor name. Watch out for erroneous #s. A California permitization # looks like this:
<example here>
Fund Criteria
We must have the following information documented before we can approve a line item on an invoice for payment:
- Description of material
- Fund to debit initialled by the fund manager
Acceptable forms of documentation:
- An order record created by any SER/ACQ order staff with this information.
- An invoice annotated with the required information by the fund manager.
AP Vendor Database Criteria
There must be an "AP vendor" or "Joint vendor" record in the AP Vendor Database with an address that exactly matches the one on the invoice.
AP vendor record update requests are faxed to AP once each day. Reasearch any corrections carefully and file appropriate documentation in our permanent payments file.
Receipt Criteria
Material must be recieved in Unicorn before payment can be authorized. Exceptions:
- Prepayment required
- Subscriptions. see Subscriptions procedure
- Selector has signed off on the invoice. [e.g., "OK to pay <initials>"] In this case, the signee accepts all responsibility for the consequences if the material is not received. If the signee indicates "all material rec'd", input this information in the catalog# field and receive the order.
Payments Unit Criteria
- We must know specifically what we are paying for
- Anyone viewing an OTR in a display view must know specifically what was paid for
- Anyone looking at an invoice in our audit files must know specifically what was paid for
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permitization #
Last modified:
June 8, 2006 |
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