FAQ's:

Correct Form of Payment/WEBBA Processes to Use

If the single purchase item costs $4,500 or less, the Procurement Card is the recommended form of payment. Use of the Procurement Card is expected for transactions less than $500.

If the single purchase item costs $4,500 or less, Paperless Requisition (WEBBAP.REQ) can be used as an alternative to the Procurement Card (though the Procurement Card is still recommended). A Paperless Requisition for less than $4,500 is automatically assigned a Paperless Purchase Order number and routes automatically in WEBBA to Purchasing Services and the applicable supplier.

The preferred method of creating requisitions regardless of the dollar amount is to use the Paperless Requisition process (WEBBAP.REQ). If the WEBBA user does not have "Access" to the Paperless Requisition process, then the Requisition process may be used (WEBBA.FORM/ WEBBA.FORM.PO.U). Upon creating a Requisition, the Requisition must be printed, imprinted with an Expenditure Card, and signed by the Authorized Signer. The Requisition must then be faxed, mailed, or delivered to Purchasing Services. Only the Paper Requisition process can be used for government subcontracts. All Requisitions must contain a complete description of the material or service desired. If known, the following information can also be provided: the amount, the supplier's name, and a business purpose (whenever the desired material/service needs clarification/justification).

A Paperless Check Request (WEBBA.FORM.CHK) does not require the submission of receipts, signatures, or expenditure card imprint and facilitates requests for: (a) cash advances (for employees only), (b) human subject fee payments that are $25 or less, (c) travel and non-travel reimbursements that are $75 or less and not funded by government / external accounts.

Check Request (WEBBA.FORM.CHK.U) requires the submission of documentation, signatures, and expenditure card imprint and facilitates requests for the following: (a) One-time independent contractor payments (i.e. less than three payments and less than $1,500/year) for entertainers, speakers, guest lecturers, workshop facilitators, etc.; (b) foreign drafts; (c) registration, memberships, and subscriptions fees (when the Procurement Card is not accepted/available); (d) human subject fees (greater than $25); (e) prize/award payments; (f) petty cash funds to be established; and (g) advances. The Check Request process should not be used to process reimbursements; these should be processed via WEBBAQ.QUICK.

The Quick Expense Report process (WEBBAQ.QUICK) should be used for all travel and non-travel reimbursements, regardless of the amount and form of payment used.