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Handbook of Operating Procedures


Policy Number: 72


Prepayment for goods or services



Date Reviewed:
August 2022
Responsible Office:
Disbursement Team
Responsible Executive:
Sr. Vice President, Finance and Business Services and Chief Financial Officer


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.  The university may prepay for goods and services if the advance payment is necessary and serves a public purpose.

Requests for prepayments must be supported by an identifiable means of price support. Documentation may be an original invoice or pro forma invoice (electronic formats acceptable). These requests are typically submitted to Procurement via the Non-purchase order process.  Any prepayment for goods and services via Purchase order invoice process must be approved by the Assistant Vice-President, Procurement Services.

After appropriate review by Procurement (including resolution of any discrepancies), such requests are approved and processed, and the resulting payment  is sent to the supplier via the Disbursements team of Procurement or via Wire through the Treasury department. 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.