After-the-fact transactions occur when departments place orders
or make commitments directly to vendors without using an
approved purchase methodology. After-the-fact transactions are
highly discouraged and may not be honored in accordance with
Chancellor’s Office policy on liability as stated in I.A.2. If a
purchase takes place without prior approval, written
justification is required before payment will be made and should
address the following:
a. The reason why normal purchasing procedures were not used,
including the detailed
facts that constituted
the emergency.
b. A statement outlining the steps taken to avoid
after-the-fact transactions in the
future.
c. Invoice number and date event occurred.
d. Proof of delivery or services performed in the form of a
packing slip, freight bill, or
invoice.
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