OVERVIEW

Payment for goods or services before delivery is not permitted. However, there are several exceptions.

PROCEDURE

The following types of purchases may be prepaid provided the appropriate documentation is submitted:

1. Rental of leased space up to 14 days before the due date. (Invoice must include due date of payment.)
     

2. Newspaper or magazine subscription up to six weeks in advance of the renewal date. (Invoice must state renewal date.)
     

3. Rental fee for a meeting room or exhibit booth, or a registration fee if there is a legitimate public purpose for making the advance payment, such as a significant cost savings or reserving a space when enrollment is limited.
     

4. Advance payment to a federal agency or another state agency for goods purchased from the agency if the advance payment will expedite the delivery of the goods.
     

5. Significant cost savings would result from making the payment in advance. (Documentation must indicate price variation based upon payment dates.)
     

6. A vendor who is selling specialized or proprietary goods or services to the University requires an advance payment. (Must have documentation from vendor stating such.)
     

7. Payment for books, software, videos and other publications if reasonably necessary for the efficient operation of the institution's libraries.

The accounts payable office will not process prepayments for goods or services unless the appropriate documentation is provided along with the invoice.

Any department that makes an advance payment to a vendor is responsible for ensuring that the vendor provides the goods or services to the University.