Requisitions, Approvals, and Purchase Orders in Cardinal Financials 

A purchase Requisition is a document that is created and submitted to the procurement department. You’re not actually ordering anything; you’re simply getting the approval to utilize university funds. The subsequent approval, or ‘thumbs up’, to utilize funds is in the form of a Purchase Order created by the procurement department. Procurement is responsible for overseeing the use of university funds for goods and services.

The broader workflow is referred to as ‘Procure to Pay’ and the basic steps are:

Requisition --> Purchase Order --> Receipt of Goods --> Supplier Invoice --> Payment

Below are the key steps, terms and important tips which will help you to be proficient in:

New Suppliers and Vendor Onboarding

If you or your company is selected to provide goods or services to CUA, and you are a new supplier to the University, you will receive an invitation to create a new profile on our On-Line Supplier Registration Portal.

The CUA Supplier Registration Portal enables your organization to provide required information about your business as well as how you wish to transact with the University, including: 

• DUNS Number
• Social Security Number/Tax ID number
• W-9

• Contact information for key personnel/point of contact:
  • Name
  • Address
  • Phone Number
  • Email
• Business details including goods / services provided
• Business classifications including small and / or diverse business status
• Preferred payment method
• Upload diversity certification documents – if applicable

Changes to Vendor Information

• If you are an existing supplier and would like to request an update to your supplier profile. Please send all updates via email to CUA-AP-VENDORS@cua.edu  or through the Vendor Application Form.
• Examples of updates would be any change to individual or business address, contact information, payment method, or banking details.

Payment Terms 

The University accepts invoices for goods and/or services ordered in advance of the invoice date, and which references a valid CUA-issued purchase order.

Note: ALL invoices must include the Catholic University Purchase Order (PO) number to facilitate a timely execution of payment. The University has transitioned to electronic invoicing and requests that all invoices be submitted via email to:   CUA-AccountsPayable@cua.edu 

Catholic University will accept invoices submitted via email, USPS, or parcel carriers. Note:  Invoices that are submitted via US mail may be delayed in processing. ‘Hand delivered’ invoices are not accepted. The only acceptable address for mailing invoices is:

The Catholic University of America, Accounts Payable, 620 Michigan Ave NE, Leahy Hall 150, Washington, DC 20064

Only invoices received by Accounts Payable via the above-mentioned, will be processed for payment. Please feel free to additional copy of your invoices to your university POC.

University payment terms are standard Net - 30 days.  

Accounts payable supports the University by reimbursing expenses to employees and students.  Additionally, they are responsible for the following:

• Reissuing lost or expired checks
• Processing checks and ACH payments
• Creating vendors in the Cardinal Financials system

Before You Travel

Domestic and international travel with a University business purpose must be authorized in advance by the Vice President, Dean, Department Chairperson, Director, Principal Investigator or the appropriate designee responsible for the travel budget to be used. International Travel with a University business requires that travelers register their travel via the University Travel Registry (https://global-strategies.catholic.edu/about/travel/registry.html) and obtain the University's International Health and Emergency Evacuation Insurance Coverage. International Travel may require advanced planning and approvals. Accordingly, travelers should review the International Travel Policy and contact the Office of Global Strategies (202) 319-6010 or global-strategies@cua.edu) well in advance of the planned travel.

Travel assignments must be planned and conducted so that costs will not exceed budgetary limitations. Both the traveler and the authorizing individual must be familiar with the University's policies and procedures regarding travel.

The University requires the integrity of the traveler in following its policies in planning and conducting official University business. Ordinary, necessary, and reasonable expenses incurred in connection with any required travel assignment are permissible if appropriate approvals are obtained first. The University will not pay for or reimburse the traveler for any direct costs incurred for personal travel that become sequential or incidental to business travel. The University will not reimburse the traveler for any estimated or actual amounts incurred if an alternative method of travel is taken to a destination for a business purpose in which the method of travel was chosen to complement personal travel and is not considered economically reasonable and in line with this policy.

All travelers are strongly encouraged to use a University Credit Card for travel-related expenses, including, but not limited to, air fare, ground transportation, hotel stays, meals, taxi services and parking. Non-adherence to the University Credit Card Policy and the requirements of this policy could result in non-reimbursement of expenses and suspension of the University Credit Card.

If the traveler would like to request a travel advance, the request must be made at least thirty (30) business days before the first day of travel.

When travel is completed, all Travel Expense Reports for purchases made with and without a University Credit Card are required to be substantiated, signed and approved by a supervisor. These reports must be submitted to Accounts Payable, along with any travel approval forms, as soon as possible but no later than twenty (20) business days after the last day of travel.

It is the responsibility of the traveler to keep clear and complete records of expenses. To maintain efficient business processes, travel documentation that is incomplete, inaccurate or not well-organized will be returned to the traveler and will delay reimbursement processing.

IV. Air Travel

A. Making Reservations or Fares/Ticket Types/Class of Service

Travelers must purchase the lowest available economy/coach class airfare that meets the business needs of the travel. If an air itinerary has any flight segment that exceeds eight (8) hours, the entire trip (defined as no more than all segments booked together for a single day's travel) may be upgraded to the next cabin class of services (i.e. Business Class or, if no such class of service on the aircraft, First Class) with documented approval of the cognizant vice president. For example, if an itinerary includes an eight (8) overseas flight and two (2) connecting flights of less than eight (8) hours each, the next highest class of service may be purchased for all three (3) flights.

In rare circumstances only, and with advance documented approval of the cognizant vice president or the President, further exception to provisions within this Air Travel policy Section IV may be granted if the exception is reasonable. Failure to be aware of, understand and follow this policy does not constitute "reasonable". The Vice President for Finance and Treasurer is the final authority regarding reasonableness, and should be consulted in advance if uncertainty exists.

Note that such premium class of service purchases are not permitted when paying for travel directly or indirectly using funds provided by a donor or grantor who prohibits payment for premium class common carrier service. The above term "indirectly" refers to the practice of initially paying for travel with an unrestricted account, and then reimbursing that account with donor-restricted or grantor-restricted funds.

Airfare that is considered unreasonable or excessive is not permissible. Any upgrades using rewards/miles/credits are considered a personal expense and are not permissible.

Travelers are strongly encouraged to make reservations at least 14 days in advance to obtain the most convenient and cost effective fares.

B. Fees

The following fees associated with air travel fees are permissible:

• Transaction fees associated with business travel reservations; and
• Baggage fees for baggage that is not personal in nature (e.g. golf clubs for a business trip) or unreasonable and inappropriate for the purpose and length of the trip;

All other fees (such as those pertaining to club/lounge membership, early check-in and class upgrades, boarding priority, seat selection, itinerary changes, etc.) are not permissible except for University Trustees traveling on University business, who may be reimbursed for such fees.

C. Changes, Cancellations and Unused Airline Tickets

Refer to the Changes, Cancellations and Credits section below.

D. Foreign Carriers

Use of U.S.-flagged carriers are required on sponsored programs. Refer to the Sponsored Program section. The use of foreign carriers is allowed on non-sponsored sources of funds, as long as this complies with other University travel requirements.

E. Private Carriers

The use of non-commercial (private/corporate/state-owned/rented/borrowed) aircraft for University business travel is prohibited and not permissible. Exceptions require written approval in advance of committing to the travel by the University's risk manager.

V. Ground Transportation

A. Rental Car

When to Use - Rental cars should be used when they are less expensive than alternative means of transportation (e.g., taxi, Uber, car service, or train) or where there are safety or other issues that justify the additional cost.

Making Reservations or (Vehicle Class) - Vehicles must be economy or compact models. For trips that require direct travel for eight (8) hours or longer or will include more than four (4) University employees on authorized travel, travelers may reserve the lowest available vehicle at the next higher class of models (i.e. intermediate or standard). The costs of other upgrades or accessories, such as a satellite radio and GPS, are not permissible.

Travelers must rent vehicles with the approved traveler as the named driver. Under no circumstances may the authorized traveler allow another person to operate their rental vehicle.

Passenger Vans - If renting a passenger van the capacity cannot exceed 14 passengers. If a passenger van is needed, please contact Procurement.

Fuel - Employees must refuel the rental car prior to returning to the rental agency and to decline the pre-paid fuel options. The cost of fuel is a permissible expense.

Incidental Rental Car Expenses - All business-related tolls and parking charges that are not part of an employee's regular commute are permissible expenses. Tickets or fines associated with parking or travel violations, and charges for vehicle lockouts are not permissible expenses.

Insurance - University insurance will cover vehicles rented domestically for collision and liability only if the operator is an official University Authorized Driver in good standing. Insurance offered by the rental agency must be obtained if the operator is not an Authorized Driver. When renting a car in a foreign country, local, in-country collision and liability insurance must be purchased from the rental agency.

B. Personal Automobile

When to Use - Use of a personal automobile for business purposes is permitted when it is less expensive than alternative means of transportation or when there are safety or other issues that justify the additional cost.

Transportation expenses between the commuter's residence and their regular place of business or post of duty are personal commuting expenses and are not reimbursable.

Mileage Reimbursement - When a personal automobile is used for Business Purposes, the traveler will be reimbursed up to the current Internal Revenue Service Standard Mileage Rate effective on the date of travel for miles incurred. The mileage reimbursement covers all operating costs of the vehicle, including but not limited to fuel, repairs, maintenance, depreciation and insurance. Tolls and reasonable parking charges will be reimbursed in addition to the mileage allowance. Fines for moving or parking traffic violations, costs of repairs, and towing are not reimbursable.

Insurance - Personal automobiles used for Business Purposes are not covered by University insurance but must be insured by the owner for the minimum insurance required. Damage to a privately-owned vehicle used for University Business Purposes will be covered by the individual's private insurance. The University does not assume responsibility for deductibles or other costs associated with being under-insured or uninsured.

C. Commercial Bus or Rail

When to Use - Travel by bus or rail is allowed when it is less expensive than alternative means of transportation or when there are safety or other issues that justify the additional cost.

Business class travel is permissible for regular Amtrak service as well as for Acela Express. First class travel is not permissible.

The cost of commercial bus fare, light rail or subway is permissible.

D. Taxi, Uber, Car Sharing, and Other Car Services

When to Use - Taxis and car services such as Uber can be used for local transportation and in-city destinations whenever possible, unless a rental car or other means of transport is more cost effective or where there are safety or other issues that justify the additional cost. Local transportation includes travel to and from airports and railroad stations, between appointments, and between hotels and meeting locations during the working day or specifically related to a work function.

It is reasonable to provide a tip for taxi service of 15% - 20%.

E. Limousine & Shuttle Service

When to Use - Limousine and shuttle services may be used when they are less expensive than alternative means of transportation (e.g., train, taxi, Uber, or personal auto) or when there are safety or other issues that justify the additional cost. When traveling with others, it is may be economical to coordinate travel times and share a limousine or shuttle service.

F. Changes, Cancellations and Credits

Change fees must have a legitimate, documented business reason.

If a trip is cancelled for reasons beyond the traveler's control (e.g. conference cancellation, or weather or emergency closings), the University will reimburse the costs expended to date which are not returned to the traveler in the form of a credit. The traveler must disclose any credits or concessions provided by lodging or transportation vendors as result of any such cancellations. The traveler is responsible for the cancellation of reservations for lodging and transportation and for requesting a refund or application of the unused ticket or accommodation to the next business trip. Any penalty for failure to cancel reservations will be the personal responsibility of the traveler unless for reasons beyond the traveler's control. Unused tickets or accommodations that were purchased for official University business cannot be used for the traveler's personal benefit. The individual school or department is responsible for seeing that the value of all unused tickets is refunded to the University.

Travel advances for cancelled travel must be returned to the University within three (3) business days after the cancellation.