Transactions
Buyway
Miami Buyway presents an easy, user-friendly shopping/purchasing experience, allowing users to shop online, select items, place items in an electronic shopping cart, and submit their requisitions. All new treasurers must complete Buyway training. Note: Miami University does not pay sales tax in several states - check Accounts Payable for the listing and for the state's tax exemption certificate. Generally, the certificate must be filled in and presented to the seller at the time of purchase.
Types of Expenditures Requests
A PO is a promise to pay. When you take a PO to a store, your organization is promising to pay them from an invoice detailing what you have purchased. Suppliers will need to submit an invoice after goods or services are received in order to get paid.
Credit cards are a great way to pay for goods. Request funds on a Virtual Card when shopping online, including Amazon Business, and request funds on a Multi-Use Card when shopping at a store that requires a physical swipe and some travel needs (with approval from Accounts Payable).
Virtual Credit Card
Requisitions should be combined and submitted one month or one semester at a time, requesting the full amount you expect to spend for the period. Requisitions for Virtual Cards will be processed within 2-3 business days once it is received by Accounts Payable (after your advisor provides approval). Once approved, a card number is generated. You will receive two emails with each half of the credit card number. You do not receive a physical card, only the card number.
Multi-Use Card
Requisitions should be combined and submitted one month or one semester at a time, requesting the full amount you expect to spend for the period. Allow 2-3 business days from the time the requisition is received by Accounts Payable for processing. Please prepare early for Multi-Use cards so that there is proper time for processing. Accounts Payable does not accommodate same-day turnaround for last-minute or rush requests. Please note: Only the Student Org Treasurer who submits the requisition may pick up the multi-use card.
Receipt Reconciliation
When a credit card is issued, the treasurer is informed that the receipt will need to be uploaded into Buyway requisition by the 25th of each month. If not submitted by the 25th, the requestor will receive an email warning.
1st Warning
On the 25th of the month, if the receipt is still missing, the requestor will receive an email requesting the receipt within 7 days.
2nd Warning
If the receipt is not attached within the stated time limit, another email will be sent to the requestor, as well as the student organization's advisor, requesting the receipt within 7 days.
1st Occurrence: Missing Receipt(s)
Following two warnings, if the receipt is not attached within the stated time limit, another email will be sent to the requestor, the advisor, and the student organization's divisional leader (Ryan Kwapniowski, Mike Arnos, etc.) requesting the receipt within 7 days. ASG will also be notified.
After 3 Occurrences
After the third occurrence, any student organization violating the one-time credit card policy will not be able to request a one-time use credit cards for one year.
| 1st Warning | 2nd Warning | 1st Occurrence | After 3 Occurrences | |
|---|---|---|---|---|
| Who is notified | Requester | Requester, Advisor | Requester, Advisor, SO Divisional Leader, ASG | Requester, Advisor, SO Divisional Leader, ASG |
| Days to take action | 25th of the month the transaction took place in | 7 days | 7 days | One-time use credit card privileges will be suspended for one year |
Services provided by a company: A company performed a service and you need to pay them. A contract is required. (Reach out to Student Activities to help review contract and approve.) Contracts should be completed between the supplier and Miami prior to the service taking place. Attach the contract along with the invoice to your request in Buyway.
Services provided by an individual: An individual performed a service and you need to pay them. A contract is required. (Reach out to Student Activities to help review contract and approve.) Contracts should be completed between supplier and Miami prior to the service taking place. Attach the contract along with the invoice to your request in Buyway.
Paying out of pocket should be an absolute last resort and should have prior approval from Accounts Payable - do so sparingly.
- If a reimbursement is your only option, contact Accounts Payable for verification.
- It is specifically discouraged for faculty, staff or students to process requisitions for personal reimbursement of university supplies and/or services unless under the most extreme circumstances.
- To receive a reimbursement, members MUST fill in the Reimbursement Certification Form, which will need to be uploaded into Buyway.
- General Accounting Gas Reimbursement Policy
- Rental Vehicles - Can be reimbursed for the gas purchased for the rental vehicle - keep receipts.
- Personal Vehicles - Can be reimbursed for mileage driven using per mile rates - based on the IRS allowable amount.
Buyway Access
To access Buyway and submit transactions, student organizations must have the following in place:
- Completed annual student organization registration through the Hub.
- A student organization account (9xxx, UD9xxx and/or SD9xxx index number).
- A treasurer listed on the Hub roster - who has completed Buyway training with a passing grade.
- An advisor listed on the Hub’s roster.
Transaction Approval Process
Once the treasurer has submitted a Buyway request, the transaction must be approved by the advisor. Advisors will receive an email notification from Buyway stating an approval request is pending. Once approved by the advisor, the treasurer will receive an email confirmation from Buyway. Questions regarding Buyway transactions should be directed to the Accounts Payable.
Contact Accounts Payable:
- Email: accountspayable@MiamiOH.edu
- Phone: 513-529-9200
Student Activities
