Re: Changes in Demand Check Name, Usage and Payment Terms

From: Disbursements/Finance

To: Business and Administrative Leaders

Re: Changes in Demand Check name, usage and payment terms

Date: October 16, 2013

The recent updates to the eProcurement system mean that most purchases at Vanderbilt should now go through that system. However, certain goods and services cannot be reasonably obtained through eProcurement, and in many cases, the Demand Check request form is the best route.

To assist you in making this determination, a list of appropriate uses for Demand Check purchases has been developed. While the list will be very familiar to you, please note there have been a few changes. The most notable change is that all leases should now go through the eProcurement requisitioning process and will be paid based on a purchase order. Requests for payment not consistent with the appropriate uses list will encounter delays in processing and may require the additional submission of a purchase order. The list is below and is also on the Disbursement Services website at https://finance.vanderbilt.edu/disbursements/ under the Check Request payments.

To better reflect the form’s business purpose, the Demand Check request form will now be referenced as AP (Accounts Payable) Check Request form.

Also effective today, the terms of payment for all Demand Check requests are changing. All check requests consistent with the appropriate uses list will be paid immediately (zero days payment terms) or in accordance with the terms of your attached invoice or documentation.

These changes are designed to streamline your procurement and payment processes while improving your vendor relationships. Please address any questions regarding appropriate uses of the AP Check Request to udc@list.vanderbilt.edu.

The following items can be acquired using the AP Check Request form:

 Third-party Clinical Services (Imaging, Testing, Dialysis )  Advertising Costs (Non-Agency Contracts)  Awards  Catering Services/Banquets/Meetings/Event Hosting  Contributions/Donations/Sponsorships  Consultants (Total Engagement Less Than $5,000-External Consultant Form required)  Employee Assistance/Patient Assistance/Hardship Fund Payments  Employee Non-travel Reimbursements  Florists/Gifts  Group Travel  Honoraria  Insurance  Insurance and Patient Refunds

 Medical Transport  Musicians/Performers/Theatre Groups (VU Performing Artist Agreement required)  Non-employee Travel and Expense Reimbursement/Payments

 Organ Procurement  Petty Cash  Photographers (Major Events; Ongoing Engagements Require a Purchase Order)

 Postage  Professional Licensure/Registry/Certification/Memberships/Training

 Registration Fees

 Risk Management  Royalties  SEC/NCAA Officials and Other Game- and Judging-Related Services  Settlements/Attorneys/Legal Services  Speakers/Lecturers (VU Speaker Agreement required)  Subcontract Payments  Subject/Teacher Participation  Subscriptions/Books  Taxes  Tuition Assistance  Utilities

 Workers’ Compensation  All other payments for services where the total cost of the engagement is less than $5,000. See next item for exclusions.

Services specifically excluded from being acquired through the use of an AP Check Request:  Professional services that involve the delivery of intellectual property such as software programming or research.  Leasing/rental agreements of any type.  Temporary labor/Staffing services, including direct engagement not through an agency.  Payment for construction services.