Policy Number: 72
Prepayment for goods or services
- Date Reviewed:
- May 2013
- Responsible Office:
- Disbursement Team
- Responsible Executive:
- Sr. Vice President, Finance and Business Services
I. POLICY AND GENERAL STATEMENT
It is the policy of The University of Texas Health Science Center at Houston ("university") that payment for goods or services shall not be issued prior to the actual receipt and acceptance of goods and services.
Exceptions to this policy may be made for payments related to subscriptions, to registration fees, and to prepayments required by state, federal, and municipal entities and agencies.
Requests for prepayments must be supported by an identifiable means of price support. Documentation may be an original invoice or pro forma invoice (not a photocopy). These are typically submitted to Procurement via the Non-purchase order voucher process.
After appropriate review by Procurement (including resolution of any discrepancies), such requests are approved and processed, and the resulting check is mailed to the vendor by the Disbursements section of Procurement. In special cases, such as when payment is due at the time certain goods or services are delivered, with the approval of Procurement, such checks may be turned over to an appropriate departmental administrator for transmittal to the vendor after goods and services have been delivered or provided to the satisfaction of the recipient university department.