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Professional Service Contracts
with United States Citizens and Resident Aliens
for Contracts of $600 or More

Purchasing and Accounts Payable/Invoice Audit (AP/IA) are processing all contracts for Professional Services (071-072) of $600 or more for US citizens and US resident aliens.  The originating department holds full control of initiating payment to the contractor, and the encumbrance will appear on the appropriate department ledger.

In addition to the AP/IA web site, the Professional Service Contract (PSC) requisition is available through the Purchasing web site and within Section 76 of the Manual of Business Procedures.

Once all appropriate signatures have been secured on the PSC requisition, it is sent to Purchasing where a PSC purchase order is created, using the prefix PSC. The contractor and department will receive a hard copy of the PSC PO from Purchasing, instructing the contractor to forward all invoices to the originating department. To make a payment, departments will complete page four of the PSC, attach the invoice to be paid and forward to all appropriate parties for signature (including Contract and Grant Administration if needed) with the final destination being AP/IA, 103 Angell Bldg.

When multiple payments are necessary, page four must accompany each invoice for payment. Please be sure to copy all documents before sending to Purchasing or AP/IA for your records.

Once the invoice is received in AP/IA, it will be processed against the PSC PO; upon payment, the transaction will show on the appropriate account ledger, reducing the current encumbrance. All transaction documentation will be kept in AP/IA. Checks will be available every Thursday, unless special arrangements have been made. The "in by 10:00 am, out by 4:00 pm" process is available for an added charge of $15 for the first invoice and $3 per each additional invoice (same contract).

For Professional Service payments to Foreign entities or any payments less than $600, please process on a Direct Payment Voucher and process through the Voucher Processing department at 360 Administration Bldg.

We hope you will find this process efficient and helpful and we thank you for your continued feedback. If you have any further questions please contact Erin Lynch or Ellen Maher.