Purchase Order Processing

A Purchase Order is required, with a few exceptions ( see the approved Direct Pay list) for all expenditures of state funds at the University. A Purchase Order issued from the Procurement Department to a specified vendor is for a purchase of a commodity or service(s) at a specified time and price, and under mutually agreed upon terms and conditions. It is a binding contract.

The Procurement Department issues all state-side Purchase Orders. This process begins with a Requisition from the requesting Department.

Details on the Requisition process can be found at the Procurement & Support Services website.

Click here for required chart field information such as account and department codes.

Blanket purchase orders are designed to accommodate campus needs on an on-going basis for a specified period of time. The blanket establishes the term of the agreement, general provisions, any special terms and conditions, a total cost-not-to-exceed for the effective term, order placing authority, and shipment procedures.

Blanket purchase orders may not exceed $10,000 unless competitively bid or a sole source justification has been approved.

Alterations to increase the amount may be submitted as long as the $10,000 cost limitation is not exceeded.

Invoices that go over the blanket purchase order amount or that are for goods or services not included in the blanket description cannot be paid without an Alteration.

All blanket purchase orders are closed at the end of each fiscal year. A new Requisition must be submitted to Procurement for purchases for the new fiscal year.

ACKNOWLEDGING PROCESS

Before a payment can be made for goods or services the invoice must be signed, acknowledging that the goods have been received or the service performed. Submit the invoice to Accounts Payable JA 58 for processing.