- Are LPDs being used and documented correctly? Review the policies and procedures that govern their use at
http://finserve.byu.edu/files/Newpage/level2.html
- Verify compliance with the following:
- Information entered on the draft is complete and legible. Utah state sales tax is entered on the designated line. (Note: If it is not broken out, the sales tax will be charged to the department's budget.)
- Yellow copies are being sent promptly to Financial Services with original supporting receipts or other documentation. Copies of credit card receipts and statements are generally not considered adequate original documentation. Such documents do not detail the nature of the service provided or merchandise purchased. Provide original invoices which detail the nature of the expenditure.
- LPDs may not exceed $500 and multiple LPDs may not be used together for one purchase even where several different items are purchased. Purchases in excess of $500 should be handled by purchase requisitions.
- The department designates individuals as authorized to sign LPDs. The unit controller monitors the drafts as used to assure that each is signed by only an authorized signer.
- LPDs should not be signed "in blank" for future use.
- Unused drafts should be kept under lock and key.
- The payee and the draft signer cannot be the same person.
- Voided LPDs (original and yellow copy) should be sent to Financial Services.
- Documentation for LPDs used to purchase food must include the names of all participants, their relationship to BYU and the business purpose or benefit to the University. Meals which include students require the Dean's approval. It is expected that this authorization will be documented and retained at the department.
- Books and subscriptions include the description of each title purchased.
- Conference registration fees or advance hotel deposits paid with an LPD must include the Travel Application number.
- LPDs are not being used for: Bookstore purchases, cellular phones, chemicals or hazardous materials, computers, monitors and printers, corporate charge card payments, donations, foreign visitor travel or temporary living expenses, furniture, gifts and awards to University personnel, interdepartmental transactions, medication, personal purchases, products included on open purchase orders, remembrances, services of employee-vendors, tickets for University events, traffic and parking citations or travel reimbursements.
Questions regarding LPDs and appropriate usage can be directed to Maryanne Draney, at 422-4702 or Craig Larson, at 422-8062.
