Quick Check List

Before placing an order with a company that you are unsure of or before paying an invoice that does not look legitimate, take the following precautions:

• Never place a phone order unless there is no doubt a firm is reputable. Get everything in writing and check out the company with Procurement Services. 
• Check your records or with Procurement Services to confirm claims of previous business dealings with a company or seller
• Establish effective internal controls for the payment of invoices.
• Channel all bills through one person in your department.

• Use purchase orders or your procurement card for every order placed. Then you will know that unknown invoices are likely not an authorized purchase.

• Check all invoices against purchase orders and card transactions and against the goods or services received.

• Clear all invoices with the appropriate financial staff.
  
• In a dispute, if the invoicing company says it has a tape recording of an order, insist on hearing it.

When in doubt, contact Procurement Services.