KUSSI - Purchases with a Purchase Order

Check Request with P.O.

Checks created from a purchase order
Before any invoice/will will be paid, the KUSSI Service Center must receive approval from the student organization that the goods and/or services were received and the invoice/bill amount is "OK" to pay. This approval is in the form of a signature of an organization executive officer or advisor, preferably with the phrase, "OK to pay," on the invoice/bill.

If the original invoice/bill was given to a student organization member at the time of purchase, it is the responsibility of that member to turn the invoice/bill in to their organization treasurer or advisor for approval. The approval may be written directly on the original bill and turned into the KUSSI Service Center. It will then be processed for payment.

If the original bill is sent to the KUSSI Service Center directly from the vendor, an e-mail will be sent tot the organization's treasurer requesting them to stop by the KUSSI Service Center to sign-off on the invoice/bill in order to authorize payment. If there is no response within fourteen (14) days, a follow-up e-mail will be sent to the treasurer, with a copy going to the organization's advisor, advising of the importance of receiving approval to pay the invoice/bill. If proper approval is not received, the invoice/bill will not be paid. Once approval is received, the original invoice/bill will be processed for payment.

If payment of the invoice/bill exceeds the purchase order amount, follow the same guideline as above; however, in addition the following will be assumed
• Provided that additional funds are available in the organization's account, once the original
     invoice/bill receives written approval for payment, the invoice/bill will be paid in full. Any
     additional amounts, above the original purchase order amount, will be charged against the
     organization's account. It is the responsibility of the organization's treasurer to reflect the
     additional cost on their internal financial books.

Check Availability: Checks are created by the KUSSI Service Center on Tuesdays and Thursdays of each week, excluding holidays. Complete and accurate paperwork submitted by noon on Monday will be processed on Tuesday. Complete and accurate paperwork submitted by noon on Wednesday will be processed on Thursday. Paperwork submitted outside these guidelines will be processed on the next check processing day. The KUSSI Service Center can not offer "same day" check creating services. It is important that pre-planning is considered to avoid delays in payment to vendors/individuals.

End of semester consideration: At the end of the semester, it is imperative that the organization's treasurer be sure all requests for payment/reimbursements are completed prior to leaving campus. Once the student body adjourns for the summer, it is difficult for student organizations to complete regular business activity. Without an office's signature on an invoice or check request, we are unable to make payment, even if the advisor approves the invoice. If you anticipate any year-end activities, please get the paperwork completed BEFORE you leave campus.

A "Summer Release of Authorization" form may be completed to allow the student organization's advisor to act on their behalf during semester breaks when officers are not available for written approval on purchase/check requests. This form can be obtained from the KUSSI Service Center and must be fully completed and submitted prior to any action being made. In addition, a new "Student Organization Registration" form would need to be completed and submitted to the Office for Student Union and Involvement Services (MSU 153), taking effect after spring graduation. Without a "Student Organization Registration" form on-file, account access will be denied.

Any purchase orders not used by June 15th will be automatically cancelled due to fiscal year-end. If an invoice is presented, after the purchase order has be cancelled, the invoice will be paid out of the new fiscal year budget beginning July 1st.

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Our Mission KUSSI Accounting Auxiliary Services KU Student Bookstore Goldie's Dixon Marketplace Contact Us Student Government Student Union & Involvement Services Home	Check Request with P.O. Checks created from a purchase order Before any invoice/will will be paid, the KUSSI Service Center must receive approval from the student organization that the goods and/or services were received and the invoice/bill amount is "OK" to pay. This approval is in the form of a signature of an organization executive officer or advisor, preferably with the phrase, "OK to pay," on the invoice/bill. If the original invoice/bill was given to a student organization member at the time of purchase, it is the responsibility of that member to turn the invoice/bill in to their organization treasurer or advisor for approval. The approval may be written directly on the original bill and turned into the KUSSI Service Center. It will then be processed for payment. If the original bill is sent to the KUSSI Service Center directly from the vendor, an e-mail will be sent tot the organization's treasurer requesting them to stop by the KUSSI Service Center to sign-off on the invoice/bill in order to authorize payment. If there is no response within fourteen (14) days, a follow-up e-mail will be sent to the treasurer, with a copy going to the organization's advisor, advising of the importance of receiving approval to pay the invoice/bill. If proper approval is not received, the invoice/bill will not be paid. Once approval is received, the original invoice/bill will be processed for payment. If payment of the invoice/bill exceeds the purchase order amount, follow the same guideline as above; however, in addition the following will be assumed • Provided that additional funds are available in the organization's account, once the original invoice/bill receives written approval for payment, the invoice/bill will be paid in full. Any additional amounts, above the original purchase order amount, will be charged against the organization's account. It is the responsibility of the organization's treasurer to reflect the additional cost on their internal financial books. Check Availability: Checks are created by the KUSSI Service Center on Tuesdays and Thursdays of each week, excluding holidays. Complete and accurate paperwork submitted by noon on Monday will be processed on Tuesday. Complete and accurate paperwork submitted by noon on Wednesday will be processed on Thursday. Paperwork submitted outside these guidelines will be processed on the next check processing day. The KUSSI Service Center can not offer "same day" check creating services. It is important that pre-planning is considered to avoid delays in payment to vendors/individuals. End of semester consideration: At the end of the semester, it is imperative that the organization's treasurer be sure all requests for payment/reimbursements are completed prior to leaving campus. Once the student body adjourns for the summer, it is difficult for student organizations to complete regular business activity. Without an office's signature on an invoice or check request, we are unable to make payment, even if the advisor approves the invoice. If you anticipate any year-end activities, please get the paperwork completed BEFORE you leave campus. A "Summer Release of Authorization" form may be completed to allow the student organization's advisor to act on their behalf during semester breaks when officers are not available for written approval on purchase/check requests. This form can be obtained from the KUSSI Service Center and must be fully completed and submitted prior to any action being made. In addition, a new "Student Organization Registration" form would need to be completed and submitted to the Office for Student Union and Involvement Services (MSU 153), taking effect after spring graduation. Without a "Student Organization Registration" form on-file, account access will be denied. Any purchase orders not used by June 15th will be automatically cancelled due to fiscal year-end. If an invoice is presented, after the purchase order has be cancelled, the invoice will be paid out of the new fiscal year budget beginning July 1st. <<back to Banking KUSSI Service Center Rm. 171 McFarland Student Union 610-683-4091 Office Hours: Monday - Friday 8:00 a.m. - 4:30 p.m.




	McFarland Student Union • Kutztown, PA 19530 • 610-683-4090