How to get contracts and agreements signed and payments made:
Contracts must be submitted to the Business Office along with a completed “Request for Purchase Order” or “Request for Purchase Order Requiring Deposit (if the contract calls for a deposit with the signed contract)” for approval and signature of the College’s VP of Administration and Finance or the Purchasing Specialist in the Business Office. No other College personnel can sign and execute contracts on the College’s behalf (allow a minimum of five business days for reviewing and processing of paperwork).
- All documents submitted to the Business Office must be written in English.
- If you are still unsure of the total number of participants on your trip but a contract requires a signature, please provide an estimate on the Request for Purchase Order and identify that you will send a Request for Purchase Order Requiring Deposit form or an invoice before the payment is due to have the deposit paid.
- Forms can be downloaded from the Business Office’s BuzzNet site.
- If contracts are signed by individual faculty members, they will be personally liable and the College will take no responsibility.
- As for Fellowship Travel International, the signed Sales Agreement is not required until deposits are due or by the deposit/utilization date.
- The Business Office also requires that each instructor sign a Memorandum of Understanding form that outlines his/her responsibility to review and complete all necessary terms and conditions for their respective provider’s contract; that s/he has read it carefully and are aware of all contract stipulations and requirements, and that s/he will adhere to those requirements including cancellation and submissions deadlines.
After obtaining a purchase order and approval of contract(s), related invoices along with supporting documentation should be submitted to the Business Office for payment processing. Payments will be made in accordance with vendor requirements.
- Under normal circumstances, no payments can be made until after funds become available on September 15 for J-term or March 1 for Summer Terms. Please refer to Access to Funds for exceptions.
- All student study travel course payments should be made to Randolph-Macon College. Randolph-Macon, in turn, pays our vendors. Student payments should not be made directly to travel vendors.
- Large expense (air, lodging, etc.) must be paid prior to departure. Pay as many expenses as possible through the Business Office’s processes. If items can only be paid online with credit card, you may use a personal credit card and get reimbursed or contact the OIE, which can assist in such circumstances. Be aware that each of these payment options may incur fees and be certain that you have budgeted sufficient funds.
- “Request for Vendor Payment” is required when there is no official invoice. Supporting documentation is required with this form. If invoice is submitted solely, please make sure to include the wire information as well.
Approval of Paperwork
- OIE/Provost’s Office must approve all submissions of expenses including requests for purchase orders, invoices, reimbursements, refunds and advances prior to submission to the Business Office for processing.
