Fiscal Operations Manual
Section 400: Expenditures
Effective: 01/01/2003
Revised: 12/12/2014
On a pre-arranged basis Auto Pay Vendors submit to the Business Affairs’ office the following information:
Payment information is obtained from individual invoices that are retained as backup documentation. Invoices submitted for payment must legibly show the printed name of the person initiating the credit purchase, their signature, telephone number, unit name, six digit Index code and activity code if desired. Vendors who submit invoices containing invalid or missing information may be requested to remove the charge from the OSU account. Direct charges to the Agriculture Research Foundation (ARF) and OSU Foundation (OSUF) should never appear on Auto Pay accounts. These foundations are separate entities from OSU.
Business Affairs processes the payment to the vendor and then posts the charges to the unit’s index.
Auto Pays are expenditures charged directly by the Office of Business Affairs to accounts via ICxxxxxx documents. OSU has many direct pay vendors and each direct pay vendor sets its own billing cycle. To be sure purchases from direct pay vendors are included in the current fiscal year accounting records, complete those purchases by the date specified in the current year’s schedule for year-end close. Purchases made between that date and June 30 may appear in either the current fiscal year or the new fiscal year accounting records based on the auto pay vendor’s billing cycle.