Accounts Payable
University Sponsored Events
When planning UW Eau Claire sponsored events, including travel, all UW System, University and State rules and regulations must be followed, regardless of the funding source for payment. To determine whether an event is allowable and which costs may be paid, a careful review should be made of the Headquarter City and UW Sponsored Events Policy.
- When catering services are
needed from the campus food service vendor,
a Food Service Requisition must be
prepared in advance of the event and forwarded to Accounts Payable for approval.
An approved copy of the requisition will be forwarded to the vendor by Accounts
Payable authorizing them to provide the service requested and invoice the University.
- NOTE: Completion of the requisition does not automatically secure the arrangements. You must personally contact the food service catering manager.
- The vendor has been instructed to send all original invoices directly to Accounts Payable for payment processing. This is mandatory in order to allow the University to comply with Prompt Payment legislation that stipulates the University will pay its invoices within 30 days. Failure to do so means the University must automatically add an interest amount to its payment. The law does, however, provide the University with some flexibility in placing holds on invoice payments when there is a justification to do so, but not unless the vendor has been specifically authorized to provide a service or supply. The requisition serves this purpose.
- Account Payable will send the requisitioning department a copy of the invoice that is stamped with a statement advising them that the invoice is in the process of being paid unless we are notified with 7 calendar days of any problems concerning the invoice. Contact with Accounts Payable will constitute a good faith dispute and the payment process will be suspended until the problems are resolved.
- If services or supplies are being contracted with by an outside vendor, a Purchase Requisition must be prepared in advance and forwarded to the Purchasing Department.
