Part II-UNM Accounting Basics
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1 University of New Mexico
Albuquerque, NM 87131
MSC 0000 00
1 University of New Mexico
Albuquerque, NM 87131
The Direct Pay Approval form is used to request a variety of payments that have been pre-approved by the Purchasing Department. A complete list of these authorized payments is detailed in the University Business Policies Manual, Policy #4320 (exhibit A), and can be accessed at http://policy.unm.edu/university-policies/4000/4320.html.
Direct Pay transactions usually do not require invoices other than those for reimbursement. The Direct Pay Approval form must include the original backup documentation. Exceptions to this policy must be approved by a Central Accounting Office. Common uses include:
Remember: The Direct Pay Request form may only be used for those pre-approved transactions listed in the University Business Policies Manual. The list of pre-approved transactions can be found at http://policy.unm.edu/common/documents/4320-direct-pay-transactions.pdf.
Check pick-up requests must be submitted via email to the Fiscal Services Supervisor in Accounts Payable.
Supporting documentation should be prepared as follows:
For orders placed directly to the vendor, proper documentation is the original and one copy of the invoice or order form that states the prices and the payee’s name.
For all reimbursements, proper documentation includes original receipts or cancelled checks (if paid receipt is not available). If the original receipt or original cancelled check is not available, copies of the bank statement showing that the check cleared will be accepted.
Legal documents are required for damages or settlement payments and are kept on file in the University Counsel’s office. The additional information field should be used to indicate where back up documentation is kept.
Other documentation may be required for certain transactions like:
No documentation is required for the following transactions:
In order for a check to be issued to the payee, a Direct Pay Invoice must be created in Banner using the DPEZ form. The DPEZ is keyed into Banner by the department. Training on the DPEZ process is available through the University’s Employee and Organizational Development Office. You may register for training by using the Learning Central application. Learning Central may be found on the EOD website, located at http://www.unm.edu/~hrinfo/.