Processing Payments Remotely

Paying Vendors utilizing an existing PO

Purchasing utilizing the PO process is the preferred method of purchasing and should be utilized for the majority of purchases even in a remote environment.  The PO process remains substantially the same as purchasing when on campus.

The College is recommending that every attempt should be made to work remotely in a paperless environment, which may include saving files as PDFs instead of printing, etc.

• To assist with this process please see the instructions provided below:
  • How to Convert to PDF
  • How to Use Snipping Tool
  • Creating Your Digital Signature ID.

Acknowledging that a paperless process is preferable, there may be occasions where we receive paper invoices only. Therefore, the following methods of processing a payment under the PO exist: Please note any PDF document with electronic signature capabilities must be downloaded and saved before completing to maintain the electronic signature capabilities.

1. Electronic Invoices
   1. Complete the PO Payment Request Form and digitally sign. See digital signature instructions above.
   2. Save invoices under the following naming convention:
      Unit_Vendor_Rnumber _Invoice number
      (for example, CAP_DOBCO_R#11111_I22222)
   3. Submit the PO Payment Request Form along with the invoice PDF to accountspayable@ramapo.edu
2. Paper Invoices
   1. Scan document
   2. Complete the PO Payment Request Form and digitally sign. See digital signature instructions above.
   3. Save invoices under the following naming convention:
      Unit_Vendor_Rnumber _Invoice number
      (for example, CAP_DOBCO_R#11111_I22222)

When an end user submits a PO Payment Request Form, please send an email to accountspayable@ramapo.edu that references the Vendor name and invoice number in the subject line with all other backup documentation outlined above.

Paying Vendors WITHOUT an utilizing an existing PO Direct Pay

As mentioned previously, purchasing utilizing the PO process is the preferred method of purchasing and should be utilized for the majority of purchases even in a remote environment.  This allows for funds to be properly encumbered and also ensures the expenditure is approved prior to College funds being committed.

1. The process is the same as noted for payments being made with a Purchase Order outlined above with respect to naming conventions and approvals. However, the Accounts Payable Voucher needs to be completed.  See digital signature instructions above. Please note any PDF document with electronic signature capabilities must be downloaded and saved before completing to maintain the electronic signature capabilities.

Travel and other reimbursements

Procedures relating to reimbursements for travel and other reimbursements remain the same.  Currently, original receipts are still required.  We are researching options for electronic submission and will update the process as necessary.

The reimbursement request must be submitted within 14 days of the completion of travel. As outlined in our existing policy “ Failure of the employee to submit materials for reimbursement within 14 business days of the return date of travel may be treated as forfeiture of reimbursement.”

Email approval as well as electronic signature is permitted on any relevant forms in lieu of physical signatures during this period.