General Information and Facts > System Links > Diversity Committee Resource Page > Recommendations > Finance and Business

Most subscriptions, memberships and dues require prepayment before service will be rendered. To process a prepaid order the department must submit the following:

• A completed requisition with the department, name and room number of the party receiving the item or service typed in the description area of the requisition.
  
• Back-up attached to the requisition in the form of a letter, proforma invoice, an order form, brochure, or similar document from the vendor that states the following:
• Vendor name and address
• Description of item or service being rendered
• Price (how membership fee is determined)

Without proper "back-up" the order may be considerably delayed. The accounts payable department cannot prepay any order without proper documentation.

Other payments, which require back-up documentation in addition to an invoice, are payments for advertising, printing and food and beverage.

In the case of advertising and printing, it is necessary to submit a copy of a tear sheet for an advertisement or a copy of what has been printed in the case of a printing invoice.

When making a payment to a restaurant or hotel for food and beverage, a list of attendees and a copy of a meeting agenda must be attached to the purchase requisition.