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Paying Suppliers Out of Pocket

Our office has been made aware of employees who have paid suppliers directly for goods/services and then asked for reimbursement rather than go through the process of registering the supplier in Mountaineer Marketplace. Please note - this practice is unallowable and employees will not be reimbursed for those expenses. Suppliers must be registered and payment must be issued directly to the supplier for goods/services provided.

If a supplier is having an issue registering or truly cannot register through our online portal, please contact to work with the supplier directly to resolve the issue.

As a reminder, use of personal funds for non-travel expenses should be limited to only emergencies or specific needs when Mountaineer Marketplace or the PCard cannot be used. PCPS reserves the right to deny reimbursement for expenses that should be purchased/paid using Mountaineer Marketplace or the PCard.

Thank You,

Rachel V. Hays
Director of Procure to Pay Operations
Procurement, Contracting & Payment Services