Emergency Procurement and AP Payment Process
Procurement
AP Payment
Analysis
Financial system
operational?
Purchasing staff
available to create
purchase orders in the
system?
UBP offices accessible
with internet
connectivity?
Financial Operations
staff available to run AP
check cycle?
AP staff available to
approve vouchers in the
system?
Treasury staff able to
issue payments from
AP check cycle?
Purchasing and AP Staff move to offsite location with computer, printer, phone, fax, and
internet access and notify campus of temporary location, phone, and fax number.
Yes
Yes
Yes
No
1. Notify campus to use P-Card when
possible. Increase P-Card limit if
needed.
2. Notify campus to fax or email an
emergency PO request form located on
the web to Finance staff, who will
approve the form and fax it to the
vendor. Purchasing will enter the PO in
the system when the system is
available.
Yes
Yes
Notify campus to fax or email an
emergency AP payment request form
located on the web to Finance staff,
who will approve it and fax it as a
manual check request to Treasury.
Accounts Payable will enter the
voucher and record the payment in the
system when the system is available.
No
No
No
End
Yes
No
No
End