Department Responsibilities

Use resources prudently in fulfillment of department mission and in compliance with the university policies and guidelines
Be aware of the appropriate University process for ordering, receiving and paying for goods and services
For smaller purchases the department is responsible for the complete process
Larger purchases need to be ordered through the Purchasing Office
Establish responsibilities so internal controls are strong
A minimum of two department employees should be involved in the ordering, receiving, entry and approval process, more if possible
Ensure all goods and services are received and acceptable before payment
Pay invoices accurately and timely
Establish procedures so all vendor early payment discounts are used and no late payments are made
Retain invoices and other supporting documentation in accordance with NDSU Records Retention requirements
Purchases should be shipped to an NDSU address to establish good internal controls regardless of payment method