The Fiscal Operations group manages, reviews and processes all financial activity for the Facility Services department.
Fiscal Operations Manager
Please follow these instructions for properly reconciling your P-Card transactions. Contact Darryl Colebank for additional information.
Purchase Order/Payment Requests
When requesting a payment, either through a Purchase Order or a Pcard, your department must be within the Capital Planning and Campus Operations division, and you must be someone who has approval to do so. If you are not sure if you are such an employee, please ask your supervisor. The first step is to fill out the CaPCOT Payment Request Form. The form also contains a page of instructions and account codes for reference.
Is the vendor you’re going to use registered with NAU? If you don’t know, you can contact NAU-Purchasing@nau.edu. If they are not registered with NAU, send the
vendor the Vendor Registration Authorization (Substitute W-9), also found here under “Purchasing”. There are
instructions on the form to guide them.
Asbestos, Lead and PCBS Disturbance (FS-13)
safe. Please go HERE to determine if you will need an FS-13 to proceed with a PO. If there could be a possible disturbance, neither Fiscal Operations or Purchasing will process a PO without an FS-13.
Does the Vendor have
current Insurance with NAU? Please
email NAU’s Insurance department at NAU-Insurance@nau.edu
to determine if the vendor you are using has current and proper insurance. Always check!
It’s better to be safe than sorry.
WHEN YOU HAVE ALL THE NECESSARY INFORMATION:
SEND AN EMAIL to CaPCOT-Financials@nau.edu with a subject line of
“Payment Request: Vendor Name – Work Order” (please provide the vendor
name and the work order# [if needed]), attach the proposal/quote, FS-13 (if needed) and the
CaPCOT Payment Request form. Please state in the
body of the email whether or not they have current insurance.
Payment requests are processed as soon they are received, unless there are extenuating circumstances.
Please email CaPCOT-Financials@nau.edu if you have any questions regarding your pending payment.
If you are requesting a payment AFTER May 1, please be sure that the service or item you are ordering will be completed, or will have arrived, AND that Fiscal Operations has the approved invoice, BEFORE June 30, or the cost will be absorbed in the following fiscal year.
PO NEEDED BY JULY 1?
If you need a PO on July 1, to pay for an annual cost, such as Software Renewals or Yearly Contracts, they can be processed at scheduled times prior to the end of the fiscal year.
If the request is for Software Renewals, these types of POs require approvals by other departments, such as ITS and Accessibility. These approvals will need to be complete before a PO can be processed.
- For ITS APPROVAL, fill out the Software/ITS Services Review Checklist, found here, within the first paragraph under "Purchasing Software." Submit the completed form by checking the box at the bottom of the form that states "Form is Complete and Ready to be Processed."