Desert Sands Unified School District
Fiscal Services
DIRECT PAYMENT REQUISITION PROCEDURES
What is a Direct Payment Requisition?
Direct payments are processed in-lieu of purchase orders when payment needs to be issued without an order being placed. Some examples of items processed using a Direct Payment Requisition process:
· Membership fees or dues
· Subscriptions
· Entry Fees
· Complete/Items Received
IMPORTANT: All equipment purchases and building repairs must be processed through a Galaxy Purchase Order. Building repairs must be cleared through Maintenance.
In order to process payment:
· Complete a Direct Payment Requisition Form (25)-14
· Attach support documentation
When completing the form:
1. School or Department – Enter your school or administrative office.
2. Contact Person – Who to call if there is a question regarding this request.
3. Vendor Name – Who should the payment be payable to? One vendor per requisition.
4. Vendor Address – The payment mailing address.
5. Type of Request – Check appropriate box. If Other, please explain.
6. Description of payment request – List all the details of the purchase or expenditure.
7. Special Instructions – Will be considered on a case by case basis.
8. Dollar amount must equal amount of request and backup.
9. School site/department staff MUST sign all support documentation
10. Approvals – Requisition will not be processed without proper approvals based on funding.
Direct Payment Requisitions are processed regularly if the form is filled out completely and all the required supporting documentation is attached.
What qualifies as support documentation?
Support documentation is the paperwork provided which verifies receipt of merchandise for the checks issued. The following is a list of types of required support documentation:
· Itemized invoice or original receipt, payments WILL NOT be processed from statements.
· List of staff and/or students attending event – Copy of agenda or event flyer.
Revised: February 2016