Systems and Procedures
A Division of The Corporate Controller's Office


Table of Contents:


The Material Billing Authorization form is used to establish, change existing information on, or delete an established Material Billing Authorization for materials purchased from the Office of Physical Plant Stores.

This Authorization is subject to review by the Office of Physical Plant before a NEW Material Billing Number may be issued to the department. Charges associated with material issued under this Authorization will be direct billed to the budgetary distribution indicated and authorized on the form.

General Information:

Exhibit and Instructions:

To view document exhibits, click on links below:

Material Billing Authorization Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Material Billing Authorization
Ultimate Distribution: Retention Periods:
Original (Support for Direct Billing) Signed original to OPP Accounting Office Current fiscal year +7 years
Additional Copies Retained by originating department, Financial Officer, as applicable Refer to Financial Record Retention Schedule

Where to Send Completed Forms:

Department to be billed - The Form On Demand is completed by the originating department. Once approved by the budget executive/budget administrator/budget assistant, the signed form is forwarded to the Financial Officer. The Financial Officer/financial assistant will approve, encumber if needed, and forward the signed Original (Form On Demand) to Office of Physical Plant (Accounting Office, Room 268). The Financial Officer/financial assistant will retain a copy for his/her records; additional copies will be returned to the budget executive/budget administrator/budget assistant or originating office, if/as established between the respective areas.

The Office of Physical Plant will establish or update the Authorization file and initiate the direct billing process per Policy FN16 . To support all direct billed amounts for Material Billing Authorizations , the customer will receive a copy of all the material issues with a direct bill statement.

Contact Information:

For questions, additional detail, or to request changes to this form, contact the Office of Physical Plant.

Cross References: