Policy 1-1
Imprest Disbursements

• Issued: 1-72
• Revised: 3-05
• Approved:
  

I. PROPRIETY

All disbursements must be for College business purposes only and must be necessary and reasonable.

II. SUPPORTING DOCUMENTATION

No disbursement will be made by the College unless the payment is supported by appropriate documentation, including evidence that goods and/or services have been received by the College. Appropriate source documentation includes:

A. Request for Payment (RFP) - RFPs must include proper supporting documentation (i.e. receipts for reimbursement) and have proper signatures authorizing the disbursement. Receipts shall be original documents. If the original is not available, then a copy may be provided with an explanation.

B. Purchase Orders (PO) - After goods and/or services have been received on the College accounting system by Central Receiving, the Accounts Payable department must have a copy of the PO and the vendor invoice before a check will be processed.

C. Travel Reimbursement (TR) - Travelers must submit an approved Travel Authorization form to Purchasing and receive a college travel number prior to scheduled travel. Upon completion of College travel, a TR must be completed for reimbursement of allowable travel costs incurred in accordance with policy 5-5, Travel Policy and Procedure.

D. Student Refunds - Student refunds are authorized and generated by the Accounts Receivable department through the College accounting data system.

III. PERSONAL SERVICES

When the College enters into an agreement to receive services and/or benefits from independent contractors, contracts for personal services must be approved by the Vice President for Finance and Administration as the State Controller designee before payment will be made.

IV. PURCHASE DISCOUNTS

Payments will be processed in a timely manner and be made within allowable discount periods to ensure that the College takes advantage of purchase discounts.

V. HANDWRITTEN CHECKS

Handwritten checks are limited to emergencies or other urgent needs for payments, and for replenishing the College cashier's change fund. RFPs must be authorized and have supporting documentation before a handwritten check will be prepared.

VI. INTERNAL CONTROLS

The Controller will maintain adequate internal controls over imprest disbursements, including safeguarding check stock and signature plates, proper segregation of duties and timely account reconciliations.