When to use the Direct Payment form in Mountaineer Marketplace

There are a few different forms available in Mountaineer Marketplace to submit invoices for payment that are not from a catalog or non-catalog purchase order.

1. Utilities – used for payment of utilities for University owned/leased space. This form is also to be used when processing postage invoices for payments to US Postmaster and Pitney Bowes to fund postage accounts.
2. Internal Transfer/Transfer between Bank Accounts – used for payment of an invoice to another internal university department.
3. Direct Payment – used for payments that do not require a purchase order (generally, but not exclusively, items from the Essential Services policy).
4. Confirming Order – used when goods or services are delivered and invoiced by an external supplier without a purchase order having been issued and cannot be paid for with a PCard or submitted on the Direct Payment, Leases, or Utilities forms. Confirming orders for goods and services that were not emergencies should be avoided at all costs and should be replaced by non-catalog orders before the goods and services are ordered (or via PCard if allowable).

Users may have some confusion over when to use the Direct Payment form vs Confirming Order form. A few things to remember when deciding which of those forms to use:

• Physical goods should be purchased/paid via PCard or non-catalog, using the Purchasing and Payment Guidelines to determine when PCard is allowable. Goods will typically not be paid using the Direct Payment form.
• If a supplier is providing a service, the non-catalog form needs to be submitted and approved before the services are provided. Services will typically not be paid on the Direct Payment form unless paying another WV State Agency.
• If it is on contract, the non-catalog form needs to be submitted and approved before the goods or services are provided. The Direct Payment form cannot be used for goods or services on contract.

The Direct Payment form is reserved for things that don’t require a purchase order and where the supplier won’t take a PCard. Here is a list of the expenses we typically see paid via the Direct Payment form:

• Advertising*
• Association Dues and Accreditation*
• Bank costs
• Funeral home payments related to research cadavers*
• Insurance (not on contract)
• Library subscriptions (not on contract)
• Medical prescriptions and supplies
• Payments to other State of WV agencies/colleges
• Revenue refunds, refunding federal funds, unclaimed property
• Royalties expense
• Transfers to WVU Foundation
• Visas/US Homeland Security

*Please check the Purchasing and Payment Guidelines to see when the PCard can be used. The PCard is the preferred payment method for invoices under $5,000 for the items marked * above.

Please send any questions to PCPS.