As part of the Vice Chancellor of Finance and Business Operations Working Smarter initiatives, the Accounting Office and Purchasing are pleased to announce a change in the Accounts Payable purchase order matching rules. To facilitate the prompt payment to vendors and maximize administrative efficiencies, modifications to the payment processing procedures will be implemented with Department Authorized Purchase Orders (DAPOs) encumbered after April 11, 2012. The modifications are as follows:

1. DAPOs issued against vendor specific agreements that are less than $1,000 will not require the department to perform the "Okay to Pay" (or authorize payment) action on line items less than $300 prior to issuing a payment to the vendor; line items above $300 will continue to require the "Okay to Pay" action to be performed promptly and prior to payment to the vendor.
2. DAPOs issued under the miscellaneous agreement type that are less than $300 will not require the department to perform the "Okay to Pay" action prior to issuing a payment to the vendor.

This change in process is allowed per the UC Accounting Manual D-371-36 Disbursements: Invoice Processing in Response to Purchase Authorizations. However, for receiving and audit purposes, all DAPOS line items should continue to be marked as "received" via the existing process in eBuy. With these process changes, prompt ledger reconciliations and PAN reviews involving source code “ATP” will become more critical.

Please direct questions regarding these changes to ucrAP@ucr.edu.