Did you know that there are requirements surrounding the purchase of postage stamps? See below for more details:
- Per Illinois State Statute (30 ILCS 500/25-35B), all postage stamps purchased from state funds must be perforated for identification purposes.
- In order to comply with this requirement, any postage stamps purchased with state funds must be purchased internally from the university's central mailing & distribution centers (not from the United States Postal Service), as these internal providers have perforated postage stamps available for sale which meet these requirements.
- Also, according to the Statewide Accounting Management System (SAMS) manual, reimbursing individuals for the purchase of postage stamps is prohibited.
- Thus, any purchase of postage stamps must be made directly from the vendor (as opposed to reimbursing an employee who may have purchased postage stamps with personal funds).
- If state funds are used, then the purchase must be made internally as noted above.
- However, if non-state funds are used, then an external vendor (such as the United States Postal Service) can be used, but the payment must be made directly to that vendor (i.e., no employee reimbursements).
- See below for the appropriate account codes to use when classifying these expenses, depending on where you purchased the postage stamps from and which source of funding you used:
Contact
If you have further questions on this topic, feel free to reach out to our subject matter experts listed in the Account Codes section of UAFR's Who to Ask list