A Purchase Order Is...
- A purchase order is the official and binding document issued to the vendor authorizing the expenditure of USNH funds for goods and/or services.
- A purchase order creates an encumbrance that will help manage budget and facilitate vendor payment.
- By using the purchase order, everyone involved in the purchase process can track the order by referring to the same purchase order number as a standard reference.
Standard USNH Terms and Conditions are part of the USNH PO generated and sent to vendors for each order made.
The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.
- USNH Financial Services Policies and Procedures
- Introduction
- 01. Audit
- 02. Financial Accounting and Control - Table of Contents
- 02 - 002 Business Officer's Code of Ethics
- 02 - 020 Definition of a Banner Fund
- 02 - 021 USNH Fund Descriptions
- 02 - 022 General Coding Conventions
- 02 - 023 USNH Grant Fund Coding Conventions
- 02 - 024 Banner Fund Matrix
- 02 - 029 Deficit Fund Balances
- 02 - 030 Definition of a Banner Organization (ORGN) Code
- 02 - 031 Organization (ORGN) Level Structure
- 02 - 032 Organization (ORGN) Coding Conventions
- 02 - 036 Definition of a Banner Account (ACCT) Code
- 02 - 039 Account Coding Conventions
- 02 - 043 Inter-fund Transfers - Mandatory
- 02 - 044 Inter-Fund Transfers - Non-Mandatory
- 02 - 045 Definition of an ACTV Code
- 02 - 046 Activity (ACTV) Coding Conventions
- 02 - 048 Definition of Attributes in Banner
- 02 - 049 Coding Conventions for Attribute Types
- 02 - 050 Coding Guidelines for Attribute Values
- 02 - 052 Fund Related Attributes
- 02 - 053 Orgn Related Attributes
- 02 - 054 ACCT Related Attributes
- 02 - 060 Unallowable Costs per Uniform Guidance
- 02 - 065 Allocation of Centrally Funded Costs
- 02 - 070 Creating a New Service Center
- 02 - 071 Establishing a Service Center Billing Rate
- 02 - 072 Creating a New Recharge Center
- 02 - 073 Establish a Recharge Center Rate
- 02 - 210 Adequate Supporting Documentation
- 02-211 Financial Records Retention Periods
- 04. Assets and Liabilities
- 04 - 001 Petty Cash Funds
- 04 - 002 Imprest Checking Accounts
- 04 - 003 Change Funds
- 04 - 004 Preparation of Cash Fund Request
- 04 - 005 Preparation of Petty Cash Voucher
- 04 - 006 Preparation of Petty Cash Replenishment Request
- 04 - 008 Cash Advances (for travel and other purposes)
- 04 - 032 Uncollectible Accounts Receivable
- 04 - 110 Debt Derivatives Policy
- Exhibit A - Acceptable Collateral
- Exhibit B - Glossary of Terms
- 06. Purchasing
- 06 - 007 Competitive Bid Process (RFP)
- 06 - 008 What is a Purchase Order?
- 06 - 014 NAEB Code of Ethics
- 06 - 015 USNH Complaint Policy
- 06 - 020 Glossary/Definitions
- 06 - 021 USNH Tax Exemption
- 06 - 044DEF Definitions for W-9 and Business Classification Checklist
- 06 - 045 Instructions to Complete the USNH Substitute W-9
- 07. Travel
- 07 - 001 Introduction to Travel
- 07 - 002 Website for Travel References
- 07 - 004 Travel Expense Reimbursement
- 07 - 005 Air Travel, Domestic and Foreign
- 07 - 006 Lodging
- 07 - 007 Travel Meals
- 07 - 009 Personal Automobile Expenses
- 07 - 010 Vehicle Rental Expenses
- 07 - 013 Misc. Reimburseable Travel Expenses
- 07 - 13B Travel Policy Cheat Sheet
- 07 - 014 Non-Reimbursable Travel Expenses
- 07 - 015 Non-Employee Travel
- 07 - 117 Travel Pre-Approval/Advance
- 07 - 119 Travel Reimbursement
- 07 - 121 Travel Forms
- 08. Business Expenditures
- 08 - 001 Introduction to Business Expenditures
- 08 - 002 Advertising
- 08 - 003 Alcohol
- 08 - 004: Authorization for Certain Expenditures on Payment Vouchers
- 08 - 005 Portable Communication and Computing Devices
- 08 - 006 Contributions - Charitable and Political
- 08 - 007 Spousal Expenses
- 08 - 008 Awards, Gifts, and Prizes
- 08 - 008T Awards, Prizes, and Gift Table
- 08 - 009 Meals and Entertainment
- 08 - 010 Employee Transition Allowance
- 08 - 011 Honoraria
- 08 - 012 Apparel Benefits
- 08 - 015 Provision of Services to USNH Departments by Existing USNH Employees
- 08 - 016 Student Group Fundraising Activities
- 08 - 115 Lease Agreements
- 08 - 116 Subscription-based IT Agreements
- 09. USNH Purchasing Card Guides
- 09 - 010 USNH PCard Administrators
- 09 - 101 USNH PCard - Introduction
- 09 - 102 USNH PCard Roles and Responsibilities
- 09 - 103 Using a USNH PCard
- 09 - 104 Purchasing Card Violations and Consequences
- 09 - 105 Obtaining a Purchasing Card
- 09 - 108 Vehicle Rental/Insurance via PCard
- 09 - 109 PCard Transaction FOAPAL Corrections
- 09 - 110 Documentation and Record Retention
- 09 - 111 Disputed PCard Purchase Process
- 09 - 112 Lost or Stolen Cards
- 10. Revenue and Cash Receipts
- 11. Property, Plant and Equipment
- 11 - 002 Property and Plant Asset Capitalization
- 11 - 010 Maintaining an Equipment Inventory System
- 11 - 020 Acquisition of Equipment
- 11 - 020P Preparation of Furnished Equipment Form
- 11 - 021 Screening for Existing Equipment
- 11 - 022 Fabricated Equipment
- 11 - 022P Preparation of Fabricated Project Report Form
- 11 - 023 Tagging/Barcoding Equipment
- 11 - 023P Preparation of Off-Campus Location (OCL) Form (USNH-11-023F)
- 11 - 030 Disposal of Surplus Property
- 11 - 040 Inventory of Equipment
- 12. Contracting
- 12 - 001 Policy Statement: Authority to Sign Contracts
- 12 - 002 Contracting and Purchasing Delegations
- 12 - 003 USNH Signature Authority Guidelines
- 12 - 004 USNH Signature Authority Matrix
- 12 - 005 What is a Contract?
- 12 - 006 USNH Purchasing Contract Types
- 12 - 007 Non-Purchasing Contract Types
- 12 - 008 USNH Contract Types and Signature Requirements
- 12 - 009 Contract Review Checklist
- 12 - 010 Contract Guidance and Boilerplate Clauses
- Appendix - Table of Contents