SUBJECT:  UC Policy Update to Vendor Invoice Approval Process

The UC policy known as the "Special Method" is an approval process applied to the payment of paper invoices submitted by vendors relative to campus purchase orders. This process authorizes the payment of invoices up to a specific dollar amount without requiring an authorized departmental approval signature. The current amount of $3,000, established several years ago, has been increased to $5,000 effective immediately.

Disbursements will continue to receive all paper invoices from vendors. Invoices with total amounts greater than $5,000 will be sent to the Invoice Mail Code as denoted on the purchase order for approval under the UC policy known as the "Departmental Approval Method." This method requires that invoices in amounts greater than $5,000 be approved by the person with the delegated authority. Approval designates that a comparison to the purchase order authorization has been made, receipt of the goods and service has been verified, and the invoice is accurate.

Approved invoices are to be returned promptly to the Disbursements Division at Mail Code 0955 so payment can be made to the vendor.

If the invoice cannot be approved for payment for any reason, the vendor should be notified as well as the designated contact person in Disbursements to avoid credit hold situations. The specific contacts for vendors are listed on our web site or you may call extension 44080.

The Policy and Procedure Manual on Disbursing Procedures is being revised in its entirety and will include this change. The Disbursements Web Site has been updated to reflect this change:

http://www-bfs.ucsd.edu/dis/

Please direct questions to Alicia Cole at extension 40541.

                                                         Faye McCullough
                                                         Manager
                                                         Disbursements