|
POLICY:
Faculty, Staff or Departments
- May contact Federal Express directly to ship outgoing express letters
and packages.
- MUST use the University’s Federal Express account for shipping any
letters and packages to be paid with University managed funds.
- Can obtain the University’s Federal Express account number from their
assigned procurment specialist.
- MUST not establish individual or departmental accounts with Federal
Express if payment to be made with University managed funds.
- MUST forward a PURCHASE REQUISITION * or * an AUTHORIZATION TO PAY form
(copy or online version)
to the Purchasing Department no later than (1) working
day of FEDEX pickup.
- MUST understand Federal Express allows a very small time window for
payment of invoices.
- MUST understand Federal Express can and will suspend FEDEX pickups on
the University’s account should payments become delinquent.
PROCEDURE:
Faculty, Staff and Departments
- Shall verify sufficient funds are or will be available in expenditure
category (523600). Budget adjustment should be done no later than (1)
working day following shipment or receipt, if necessary.
- Shall give Federal Express the shipper’s name and department on FEDEX
airbill (i.e. Dale Smith, Science Dept).
- Shall complete a PURCHASE REQUISITION * or * an AUTHORIZATION TO PAY
form (copy or online
version) for each FEDEX
letter or package sent or received (if an approved charge).
- Shall indicate on the Purchase Requisition * or * the Authorization To
Pay form the estimated amount to be paid for the service and the budget
unit to be charged.
- Shall secure the signature of the budget unit head on the Purchase
Requisition * or * on the Authorization To Pay form (copy version).
- Shall be signed and dated by the individual sending or receiving the
express letter or package in the Affirmation of Receipt section of the
appropriate form used. Online version shall be understood as having
received the necessary budget approval.
- Shall be forwarded to the Purchasing Department's campus mailbox (10800)
or online emailed no later than (1) working day
following shipment or receipt.
NOTE:
The SLU Purchasing Department
- WILL adjust the estimated FEDEX charge to the actual invoiced amount.
If adjustment required exceeds 25% of estimate or charge, then the
purchasing agent will contact the shipper or billed receiver before
processing payment.
- WILL charge the budget unit of the department head of the faculty or
staff member for failure to forward AUTHORIZATION TO PAY form within (5)
working days of email notification.
For assistance concerning the University’s FEDERAL EXPRESS account or
FEDEX billing, contact Procurement Specialist Tiffany Lambert (#5413).
|
