75.31 - Payments Against Claim Vouchers
Owner:
- Position: Accounts Payable Manager
- Email: ap-staff@uidaho.edu
Last updated: August 24, 2005
A. General. In most cases, the purchase of goods requires the issuance of purchase orders by Purchasing Services, or the issuance of Departmental Purchase Orders [See 75.32], or the use of a UI Purchasing Card [See 75.37]. Claim Vouchers, however, are a method of paying for goods and services which do not lend themselves to competition or require prepayment without violating the procedures contained in this manual. Claim Vouchers are to be used only in the following specific instances: [ed. 6-07]
B. Exceptions. Unauthorized Transactions. Items not authorized for payment on Claim Voucher forms include the following types of purchases:
- UI employees or student travel expenses; Personal items for employees or family members; Items which lend themselves to competition.
C. Approved Transaction Types. Following are the only types of transactions which may be processed using the Claim Voucher form. [For any exceptions to these transactions, call Accounts Payable at (208) 885-3940].
C-1. Fees to outside consultants and contractors. If paying an individual, this requires a completed W-9 for IRS purposes [See 75.31 (E2) below] , a Social Security number and a Consulting Agreement attached to the claim voucher. If paying a vendor, this requires a completed W-9 to be on file and a signed agreement attached to the Claim Voucher. The transaction will show on Banner in the operating expense category. Payments for services performed by individuals such as teaching, grading, research, etc., must be paid through UI payroll. [Please see 50.12, Human Resource Services Additional Compensation for Employees.] [ed. 6-07]
C-2. Honoraria. If paying an individual, this requires a completed W-9 [for IRS purposes], a Social Security number and a complete description of services listed on the Claim Voucher. If paying a vendor, this requires a completed W-9 be on file and a complete description of services listed on the claim voucher. Honoraria apply only to non-UI employees and are only for non-work related activities.
C-3. Services. W