When purchasing goods (items that hold no cash value) with the intent to give it away, we need complete backup documentation to include who received the item(s). If recipients are known- attach a list/spreadsheet with your expense report. If the items are for general giveaway to public (like promotional items at a display table) please note that in your business purpose.
Clarification on OPERS form for vendor setup
Previous guidance was that the OPERS form was needed with the vendor setup form when paying an individual for a service. It appears now that any payments (excluding reimbursements) to an individual for goods or services requires the OPERS form along with the vendor setup form (primarily for requisitions).
This will be a Create a Non-Catalog Requisition- already have your order in to Publications/Pay on Account- have that total amount ready for the CART screen, and have invoice saved so it can be attached in this process:
All receipts must be itemized (shows what was paid for line by line, not just a total)
Receipts should be attached within the expense line, not in the "attachments" tab
Please be sure you are attaching the receipt that corresponds with the expense line
Only one receipt should be provided per expense line (ie, don't scan a bunch of receipts on one PDF and submit that with same pdf with each line)
Please be sure your receipt is scanned in full and legible, not cut off or blurry
University policy for the purchase of food for various functions:
The expenditure policy is the governing document that includes the purchase of food and can be found here: OSU Expenditure Policy. The guiding principles for the purchase of food on university funds include: