Accounts Payable Policies
Proper Authorization to Pay
- Every invoice/payment request submitted to Accounts Payable for payment must be appropriately approved and fully coded.
- Approvals must be obtained by handwritten signature or DocuSign. If handwritten, it must be accompanied by a legible name to identify the signature. DocuSign is the only electronic signature accepted.
- When an invoice is $5000 or more, or when multiple invoices for the same vendor/same service total $5000 or more annually, there must be a properly executed contract on file and/or a purchase order must have been obtained.
- A purchase order is required for all transportation companies (buses) regardless of the total dollar amount.
- Payments to individuals or sole proprietors for services must have an approved Independent Contractor Determination on file.
- All donations must be approved by the University’s President and be accompanied by the donation approval form.
- Gifts to friends of the University must be approved by the President, Vice President, Dean or Athletic Director and reviewed by the Tax Compliance Office to ensure appropriate tax treatment.
- Cash awards (includes amounts received as prizes and awards, unless specifically excluded by the IRS) granted by the University to non-employees will be reported on form 1099-MISC if tax reporting is required. SMU Tax Policies
- All capital purchases and any expense charged to account number 82XX must be approved by Asset Management.
- All charges to a “G” project number must have Grants and Contracts Accounting approval.
- The Tax Compliance Office must approve all payments for relocation.
- Payments for institutional memberships will not be made unless the organization is listed on the approved membership list.
- Payments for, or reimbursement of, social membership dues require approval of the Tax Compliance Office. SMU Tax Policies on social clubs
- Payments to foreign nationals as well as payments to foreign entities must be approved by SMU Payroll Office (Foreign Nationals).