Pol-Expenditure Authorization

policy policy expenditure authorization modified Tue Feb 04 2020 10:49:53 GMT-0500 (Eastern Standard Time)

UofL Logo

University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
POLICY

POLICY NAME

Expenditure Authorization

EFFECTIVE DATE

December 1, 2005

POLICY APPLICABILITY

This policy applies to the University Community (administrators, faculty, staff, and students).

POLICY STATEMENT

All payment requests submitted on a Request for Disbursement or a travel voucher must include the following information:

  1. Payee Name, Address and Vendor number (excluding employees and active students)
  2. Department name, requestor name, phone number, and e-mail address
  3. Date
  4. Employee ID/Student ID number, if applicable
  5. Detailed description of the expense(s)
  6. Amount(s)
  7. Speedtype (valid number and appropriately funded) and account number for each expense
  8.  Appropriate signatures (**See below)

**Signature Requirements:

Employee reimbursements:
1) Employee
2) Speedtype authority
3) Supervisor
4) Department Dean/VP/Chair (entertainment expenses only)

Trade Supplier Payments
1) Speedtype authority
2) **Supervisor (if payment being made on behalf of specific employee or group of employees for dues, memberships, parking, registrations, etc.)

**The senior-most supervisor should approve the payment request in cases of group registrations, memberships, parking, etc. and should not be an individual who is included in the group.

ADMINISTRATIVE AUTHORITY

Vice President for Finance and Chief Financial Officer

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Controller’s Office
Service Complex, Louisville, KY 40292
Phone:  1-502-852-7072
E-Mail: controll@louisville.edu

HISTORY

Revision Date(s): July 22, 2009
Reviewed Date(s): July 22, 2009

The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.