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5/14/13

Fraud Alert

Fraud Alert: Someone has been using the university's credit references in an attempt to open accounts with several vendors across the country. The credit reference letter is generally an altered version of the one previously found on our website, and the person(s) refer to themselves as being from the "Regents of the University of California." If you have any suspicion about any contact you receive that indicates it is from UC Davis, please call (530) 752-0370 immediately to confirm.

Unauthorized Purchases

(Employee reimbursements, confirming vendor order, confirming general business agreement) PPM 350-21 Acquisition of products or services on behalf of the University requires approval before the purchase is made. Approval is secured by using the requisition/purchase order, the purchasing card, UCD Buy or purchasing from the various campus service units. (See Purchasing Decision Chart for purchasing methods.)

Approved purchasing processes ensure that all approvals are properly documented, the University receives the lowest overall cost, and meets the requirements of University Policy, State and Federal Codes, and funding sources. All purchases must be appropriate for University use from a legally qualified vendor.

Confirming orders issued to vendors or reimbursements made to an employee for an unauthorized purchase can be disapproved by use of an illegal vendor, purchases that are not appropriate for University use, or if a price comparison establishes the price to be significantly higher than the University’s price. Purchases that are not appropriate or necessary will not be reimbursed or paid for on a confirming purchase order.

Process: The process for an unauthorized purchase depends on the dollar amount of the original purchase, what was purchased, if an employee used personal funds to make a purchase or if a vendor performed on a request for products or services without a purchase order.

Employee reimbursements or confirming vendor orders, $500 or less:
- Initiate a DaFIS Direct Charge (DC) document to reimburse the employee or pay the vendor. Clearly define the item purchased and business need in the Notes screen of the DC document.
- Attach the original itemized payment receipt or vendor invoice to the Accounts Payable Request for Document Action form and submit to Accounts Payable for check processing. The receipt should indicate the name of the person being reimbursed; if it does not, the Accounts Payable Request for Document Action form should indicate the name of the individual being reimbursed. If the original receipt is lost, the individual must complete the Declaration of Missing Receipt, and this must be submitted to Accounts Payable.
Employee reimbursements, confirming vendor orders, (and restricted items regardless of value Section 350-21):
- Initiate a confirming Requisition (PR). and follow these instructions for the vendor number field:
  - Employee reimbursement: Enter employee's information in the Suggested Vendors section and leave the Vendor Number field blank
  - Confirming vendor order: Enter the vendor number in the Vendor Number field.
- Forward a memo explaining the reason for the purchase. This memo is to be approved by the department head or designee and the dean/vice-chancellor or designee. Attach the memo to the Cover Sheet for Requisition Attachments and send to Purchasing.
- The Director of Materiel Management or designee will review the confirming PR and approve as appropriate.
- Initiate a VI issued against the Purchase Order (PO) issued by Purchasing.
- Attach the original payment receipt or vendor invoice to the Accounts Payable Request for Document Action form and submit to Accounts Payable for check processing.
Confirming General Business Agreements:

Initiate a Requisition (PR) describing the service performed and the specific dates of the work to request a written agreement for unauthorized general business transactions for accountability and payment.