Advance (Pre-) Payment is subject to approval for advance payment only when failure to pay in advance would preclude the agency from contracting for those services – reference J. page 143 Statewide Accounting Manual
The use of the ‘Pre-Pay Approval – Registration Fee’ form is valid only if requirements are met (if out-of-state overnight / international travel – submit ‘Out-of’-State Overnight / International Travel Request’ form to secure required approvals prior to charging on departmental PCard)
In-State and Out of State Travel / International Travel
Pre-Payment Approval – Registration Fee Requirements
The following requirements must be met to qualify for Pre-Payment of registration.
- Organization requires preregistration along with payment and by standard policy will not accept a state purchase order in lieu of payment.
All three of the following:
- Prepayment results in a discount to the state AND
- Allows for substitution of participant AND
- Provide a 100% refund to Southeastern Oklahoma State University should the event be cancelled.
The paper jacket form is used to process invoices for the prior fiscal year and for the current fiscal year after the DPS system has been closed.
Invoices are required to be encumbered (paid) within 30 days of the invoice date.