Q: Do I need a RHIT purchase order every time I
make a purchase?
A: No. Purchases less than $2,500 (excluding freight)
from a single vendor do not require a purchase order. In addition,
the Institute acknowledges circumstances under which a purchase order is
not feasible. The following are examples of "Exempt Commodities and
Services": memberships, professional consultants, fees, service agreements,
insurance, travel subscriptions, licenses, mail services, utilities, registration
fees, and advertisements. For these purchases, an
Invoice
Transmittal/Check Request Form is completed and submitted, with invoice
attached, for payment.
Q: How do I pay for an invoice when a RHIT Purchase
Order hasn't been issued?
A: Complete an
Invoice
Transmittal/Check Request Form for each appropriate vendor. The
invoice number, date, description, and appropriate accounting information
(FOAPAL) are noted on the document and the invoice (s) attached to the
document. After signature, forward the document to the accounts payable
office (RHIT CM #23).
Q: How do I pay an invoice when a RHIT Purchase
Order has been issued?
A: Step 1
Attach a copy of the purchase order behind the invoice, noting material
discrepancies (+/- 20% of purchase price) between the invoice and the purchase
order.
Step 2
Stamp the face of the invoice as "APPROVED FOR PAYMENT" and complete the
following:
-
P.O. #
-
Adjustment Code
-
Description (optional)
-
Signature
-
Date
Step 3
Forward the invoice with purchase order attached to the accounts payable
office for processing (CM #23).
Q: Must I prepare a Purchase Order before I place
my order?
A: Yes. All orders given to vendors must include the
RHIT Purchase Order number to be a valid obligation of the Institute.
Invoices can not be processed for payment by the system until the Purchase
Order has been entered. Entering this information after the
fact will delay payment of the invoice.
Q: When will my budget reflect the dollar amounts
for purchases I made?
A: If you issued a RHIT Purchase Order, an "Encumbrance"
will be created against the budget (FOAPAL) and deducted from the available
budget balance. This process will occur regardless of whether or
not a budget amount is available for this specific line item. When
an invoice is paid, the expenditure will appear in the current period and
year-to-date columns on your subsequent budget reports. You
will also note that the original amount of the purchase order will be reversed
from the encumbrance column as released (paid).
Q: Can I use account codes that I didn't budget
money for?
A: Yes. Please use the proper account code based on
the type of expenditure. This will give you a true historical picture
of expenditures when planning future budgets.
Q: How do I move money from one budget line item
to another?
A: Request a budget change form from Dave Hahn in
the Business Office and re-allocate the budget appropriately, if the budget
is not properly allocated to line items used frequently, or for new expenditure
types not previously used in your department's budget.
top
of FAQs
top
of page |
