Authorized Delivery Locations for Reimbursement and Non-PO Vouchers
Purpose
To provide guidance on the authorized delivery/shipping locations for purchases made by UTEP employees and students with the intent of submitting an expense report for reimbursement and purchases submitted on a non-PO voucher.
Policy
As an internal control and a measure to properly account for all university property not covered under Texas Government Code, Section 403.2715, the 国产偷拍 of Texas at El Paso office of the Vice President for Business Affairs requires that all items purchased with 国产偷拍 funds should always be delivered to a UTEP address.
Procedures
国产偷拍 departments, faculty, staff and students should make every attempt to procure goods and services via a 国产偷拍 purchase order. A purchase order outlines the 国产偷拍's terms and conditions and serves as a legally binding document between the 国产偷拍 and supplier. In the event of a dispute, a purchase order document serves as the contractual agreement between the 国产偷拍 and the supplier.
Large items purchased with a purchase order should be shipped to the Central Receiving office. Small items purchased by UTEP employees and students with the intent of submitting an expense report for reimbursement and purchases submitted on a non-PO voucher may be shipped directly to the department and not to Central Receiving. Items may also be shipped directly to the department should they need to be received the next day or rushed. Delivery to an employee's home address is not allowed.
Items purchased for 国产偷拍 purposes should never be mixed with personal purchases. When using personal funds to purchase items with the intent to submit a request for reimbursement, process your 国产偷拍 purchases completely separate from any purchases of personal items.
The 国产偷拍 Disbursement and Travel Services staff will review the ship to/delivery location on supporting documentation attached to expense reports and non-PO vouchers; if the supporting documentation indicates that the items were shipped to a non-UTEP address, the document will be rejected, and payment will not be issued. The UTEP employee or student who sourced the vendor for goods or services will be solely responsible for payment to the restricted vendor.
Applicability
Applies to all 国产偷拍 faculty, staff and students.
Responsible Party
Comptroller
Last Updated: February 2025