The University has several methods available to campus for disbursing payments. This includes: Procurement Card, Purchase Orders (POs), Payment Request Documents (PRD), and Disbursement Request Documents (DR). Accounts Payable Services and Procurement Services have developed a Purchasing/AP Quick Reference Guide to help guide campus on the proper form of disbursement as it relates to the various activities we generally participate in.
Procurement Card - The Procurement Card is the preferred and primary method for purchasing and paying for goods and services costing less than $5,000. Information for acquiring a Procurement Card and additional information for use and limitations of the card may be viewed at Procurement Card.
Payment Request Document - The Payment Request Document is an alternative method for payment for goods and services and reimbursing employees for expenses other than travel. A Payment Request Document should only be used when a Procurement Card or Shopping Cart/Requisition cannot be used. See Purchasing/AP Quick Reference Guide. For authority to use a Payment Request Document, departmental end users should contact their departmental administrator and coordinate efforts for access with their Area Security Officer (ASO).
Purchase Order – A Purchase Order is created in SAP and issued by the Purchasing Division or a designated unit in fulfillment of departmental Shopping Carts/Requisitions. In doing so, the Purchase Order generally instructs vendors/suppliers to submit invoices directly to Accounts Payable Services. However in some instances, depending on the type of Purchase Order, the vendor/supplier is instructed to submit invoicing to a University department. In these situations it is necessary for the department to complete a Vendor Invoice and Credit Memo Transmittal form to forward the invoice to Accounts Payable Services for processing. Additional information may be viewed on the Central Purchasing page Supplementary Materials.
Disbursement Request Document – A Disbursement Request Document provides departments a means of disbursing funds in rare and unusual circumstances when a check/ePayables payment type will not suffice or is not appropriate. Options and details for use may be viewed at BPM E-7-15. Disbursement Request Documents and all supporting documentation are to be emailed to UKDisbusementReq@uky.edu for review/approval.